Data Pipeline Town Hall March 16, 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 Privacy Policies Report Card March Student End of Year READ Special Education End of Year Teacher Student Data Link School Discipline and Attendance Civil Rights Data Collection SBD

Power School Opportunity

Power School Opportunity 9/23/2018 Power School Opportunity Central States PowerSchool Conference hosted by KSPSUG DATES: April 3 - 5, 2017 LOCATION: Hilton Garden Inn, 410 S 3rd St, Manhattan, Kansas 66502 PHONE #: 1-785-532-9116. HOTEL RESERVATIONS: Ask for KSPSUG group rate of $104.00 plus tax per night or you can click here. Conference Registration link: https://goo.gl/forms/F9X9SVukT16QPsx22 Registration Fee: 1 day - $75, 2 days - $150, 3 days - $200.00 Breakfast and Lunch will be provided each day. Social Night Tuesday evening Fun game night and networking opportunities. Who can breakout the quickest??? A breakout challenge room where participants can show their competitive side by working as a team to solve clues to the mystery. You will be completing puzzles and trivia in order to "break out". Race against the clock to break out before time expires. 9

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round Directory (4 Day School Week and School Code Changes) RITS EDIS Periodic Report Card March (Closes Apr.7th) Access for ELLs SBD (March 16th Opening) Interchanges Staff Student Special Education IEP TSDL 11

Open Data Pipeline Collections 9/23/2018 Open Data Pipeline Collections Snapshots Teacher Student Data Link (TSDL) Student End of Year for 2016-17 (February Soft Opening) Coming Soon READ (Open April 3rd) 12

Security and Privacy Policies

9/23/2018 Legal Requirement CDE is required by the Student Data Transparency and Security Act to provide LEPs with a sample Student Data Privacy and Protection Policy that includes specific topics Most districts are required to then adopt their own policy that covers these topics by December 31, 2017 (small rural districts have until July 1, 2018) CDE recognized that the required topics were good but didn’t cover a number of important privacy and security practices We created a whole suite of sample privacy and security policies that LEPs can use to create their own policy(ies) and that also provide good security and privacy guidance You are not required to use CDE’s policies and they are only there as a resource should you want them 14

9/23/2018 Where to find them? We originally announced that we would be providing these policies directly to districts via a secure means We were given additional guidance which led us to post the policies publicly Find them here: http://www.cde.state.co.us/dataprivacyandsecurity/sampleitpolici es There are 45 separate policies covering individual privacy and security topics like data breach, encryption, contractors and third parties, data governance and data use, and others The policies lay out specific good practices but any policies adopted by your district must represent actual processes that are in place If you choose to use our policies, you must amend them to identify your practices and procedures 15

Report Card March

RCMAR open until 4/7/2017! Report Card March 2016-17 You may find training videos and file layouts and definitions at: http://www.cde.state.co.us/datapipeline/per_report-march Collection issues and updates In the text fields avoid using apostrophes. This causes a fatal error when saving the file/form. Superintendent sign off sheet updated. There were some READ collection information that was mistakenly put on the Report Card March sheets. If you already sent in the superintendent sign off sheet, CDE will accept the old sheets.

Report Card March 2016-17 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.

48 School Districts are done. THANK YOU! Report Card March 2016-17 So far there have been only a few questions. If you have any questions please let me know. st.Hilaire_d@cde.state.co.us 303-866-6840 48 School Districts are done. THANK YOU!

Student End of Year

Soft Open Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us The End of Year Collection is in Soft Open. Districts are able to create snapshots using their Student Interchange Data. The file formats are the same as you used with Student October. Only error free interchange records will be pulled into the snapshot. Please work on interchange errors before creating a snapshot annual report with the following information: • Levels of school readiness demonstrated by students enrolled in kindergarten • Disaggregated results by school district, school, grade level, free or reduced lunch eligibility status, gender, and ethnicity

End Of Year Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 22

READ

READ Act Collection Purpose Criteria The purpose of the READ data collection is to collect the data needed to fulfill statutory requirements for the annual legislative report and to determine distribution of per-pupil intervention funds for students identified as having significant reading deficiencies Criteria Each spring districts create and submit records for all K-3rd grade students enrolled at the time of data submission and 4-12th grade students who are included in the READ 4-12th grade cohort from any district

State Supports for Effective Implementation The Early Literacy Fund provides districts with per- pupil intervention funds to help support programs to meet the needs of students with a significant reading deficiency status who received services Per-pupil intervention funds may be used to provide the following services: Full-day kindergarten Summer school literacy programs Tutoring services Evidence based or scientifically based interventions For the 2016-17 school year, the total allocation was approximately $33 million Another purpose of the collection is to calculate the per pupil intervention fund distribution. CDE takes the annual appropriation and divides it by the number of students identified with significant reading deficiencies to create a per pupil allocation. Statute outlines the specific uses for these intervention funds under four categorical areas: full-day kindergarten evidence-based or scientifically-based interventions summer school literacy programs tutoring services The annual appropriation for this school year was approximately $33 million.

2016-17 READ Data Element Updates For the 2016-17 collection you will include all K-3 students enrolled at the time of data submission and 4-7th grade cohort students Districts will pull the “Student Extract of 4-12th Graders with a Significant Reading Deficiency in the Prior Year” report in COGNOS to identify which students are to be reported in the 4-7th grade cohort. This report includes students who were identified with a significant reading deficiency in 3rd grade and who still remain on a READ plan in any district

2016-17 READ Data Element Updates Add READ Status 6 to the READ Status field Reason for the change Pursuant to HB 15-1323, districts are not required to administer READ Act interim assessments for students demonstrating reading competency for their grade level in the fall throughout the remainder of the specific school year

2016-17 READ Data Element Updates READ Test 01 DRA2 and 02 DIBELS (6th Edition) have been removed from the READ Test field Reason for the change DRA2 will be removed. As of July 1, 2016, DRA2 will no longer be a State Board-approved interim assessment DIBELS (6th edition) has re-normed their assessment to DIBELS Next. Therefore, DIBELS (6th edition) will no longer be a State Board-approved interim assessment

2016-17 READ Data Element Updates Removal of READ Allowable Testing Accommodations field Reason for the change No longer applicable for the READ data collection

New to the READ Collection Budget Planning Survey The 2017 collection will include a statutory requirement for district submission of budget planning information for the use of per-pupil intervention funds To fulfill this statutory requirement, the Department has created a survey in Pipeline that asks districts to identify which of the five statutory intervention categories they intend to use in the coming budget year to support students identified as having significant reading deficiencies This survey will consist of five, Yes or No questions that will be collected at a district level and submitted in addition to the LEP’s READ data file. Click here to view the guidance document on completing the Budget Planning Survey

IDM Roles Before you do any loads to Data Pipeline, ensure you have the correct roles: For uploading and editing the READ file: Submit and Modify Role REDLEAUSER For uploading, editing and submitting READ file: Approve Role REDLEAAPPROVER Same roles apply to submitting the Budget Planning survey This is the group of people who will receive all communications for our collection through our list serve You will need to ask your Local Access Manager (LAM) for the necessary rights if you do not have them Please contact the READ collection manager (Whitney Westgaard) if you do not know your LAM to obtain this information

READ Collection Key Dates April 3: READ Collection opens June 16: Districts complete submission of READ file & budget planning survey by close of business – all submissions are finalized and submissions will be locked June 30: Districts re-submit data file with duplicates removed by close of business – READ collection closes Week of August 7: Districts can anticipate distribution of READ funds

Upcoming Trainings 2016-17 Changes to READ Collection Monday, March 27th at 2:00 Summary of changes to the 2017 collection Review of Budget Planning survey Opportunity to ask questions First Year Respondent Training Tuesday, March 28th at 2:00 Purpose of the READ data collection Review data elements and coding Submission process through Pipeline Common areas of concern Data privacy and security

READ Resources READ Collection resources can be found at: http://www.cde.state.co.us/coloradoliteracy/readdatapipeli ne Upcoming 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, etc. Questions? Contact Whitney Westgaard, READ Data Collection Manager Email: Westgaard_W@cde.state.co.us Phone: 303-866-6421

Special Education End of Year

Special Education End-of-Year – Soft Open Snapshot SOFT OPEN April 3rd AUs able to create 16-17 snapshots in production Child and Participation File Formats/Templates same as December Count and posted here: http://www.cde.state.co.us/datapipeline/inter_sped-iep Sped EOY Snapshot Resources found here: http://www.cde.state.co.us/datapipeline/snap_sped-eoy Timeline Snapshot File Layout *May webinar training dates coming soon! Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759 Special Education End of Year - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759

Teacher Student Data Link

TSDL Steps Map course codes to SCED Codes information found at: http://www.cde.state.co.us/datapipeline/sscc-details Prepare Course Enrollment and Course Instructor files File layout and field definitions found at: http://www.cde.state.co.us/datapipeline/inter_teacherstudent Upload Course Enrollment and Course Instructor files into Data Pipeline TSDL – Hai Huynh and Annette Severson huynh_h@cde.state.co.us and severson_a@cde.state.co.us

Important Dates Statewide Standard Course Code Submission Interchange: Open year round Must be completed prior to uploading TSDL interchange files Interchange: Open Monday, November 14, 2016 Remains open throughout the year Snapshot: Open Wednesday, February 1, 2017 GOAL: “Submit to CDE” by Friday, June 30, 2017 REQUIRED DEADLINE: Finalize by Friday, August 25, 2017 TSDL – Hai Huynh and Annette Severson huynh_h@cde.state.co.us and severson_a@cde.state.co.us

Migrant Students Required to report Credits Granted and Final Grade in Course Enrollment file Possible Coding Combinations: Final Grade: Code 2 (Pass) and 3(Satisfactory) can either or both be used. Pass is typically for secondary levels where Satisfactory is used at elementary levels. Course Completion Status Credits Granted Final Grade 0 (Currently Enrolled) Between 0.0 and 9.0 0 (N/A) 1 (Completed - Fail) 2 (Completed – Pass) 1 (no credit/no grade/no mark) or 2 (Pass) or 3 (Satisfactory) or 4 (Unsatisfactory) 3 (Incomplete/Partial) 4 (Withdrew) TSDL – Hai Huynh and Annette Severson huynh_h@cde.state.co.us and severson_a@cde.state.co.us

Resources File layouts, templates, business rules, authority, process and checklist of steps and previous training slides can be referenced at: http://www.cde.state.co.us/datapipeline/inter_teacherstu dent Contacts: Hai Huynh – huynh_h@cde.state.co.us or 303.866.3801 Annette Severson – severson_a@cde.state.co.us or 303.866.6824 TSDL – Hai Huynh and Annette Severson huynh_h@cde.state.co.us and severson_a@cde.state.co.us

School Discipline and Attendance

SDA – Annette Severson – severson_a@cde.state.co.us Collection Timeline Date Event May 3rd Collection Opens May 9th Webinar Training May 15th June 22nd Suggested Date for having No Reportable Incidents tab updated June 9th Suggested Date for having at least 1 file uploaded June 16th Suggested Date for having all files uploaded June 23rd Suggested Date for having all files error free June 30th Deadline for SDA to be finalized SDA – Annette Severson – severson_a@cde.state.co.us

Updates to File Layouts Discipline by Action File – no updates Discipline by Student Demographics File – no updates Firearm (GFSA) File - New Weapon Code of 04 for Multiple Firearms Attendance Data File - Added Fields: Ethnicity/Race Gender IDEA/Special Education Section 504 Status ELL Status Homeless Number of Students with Chronic Absenteeism SDA – Annette Severson – severson_a@cde.state.co.us

SDA – Annette Severson – severson_a@cde.state.co.us Resources http://www.cde.state.co.us/datapipeline/schooldiscipline attendance Behavior Statutes and Clarifications document is posted Previous trainings File layouts Calculating Attendance for Online Schools documentation Guide for Determining Most Serious Incident FAQs Please contact me if you would like any other documentation specifying what is needed/missing severson_a@cde.state.co.us SDA – Annette Severson – severson_a@cde.state.co.us

Civil Rights Data Collection

Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us 2015-16 CRDC Deadline is Friday, April 28, 2017 Colorado Progress 19 certified 3 100% complete (have not certified) 29 over 90% complete AWS (Advance Website) https://crdc.grads360.org/#program Partner Support: (855) 255-6901 or crdc@aemcorp.com Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us

Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us 2015-16 CRDC CDE provided files to CRDC contacts to correct errors Section III: Classes, Course Enrollment, and Program Enrollment – Classes in Algebra I and Geometry in High School (Grades 9 through 12 only) Section VII: Student Discipline  -  LEP counts Files were sent securely through SFTP LEAs may resubmit these files if they have not yet overwritten and/or use for validation purposes Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us

Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us 2015-16 CRDC Q: My district received an e-mail from CRDC regarding current and previous year teacher counts. Are the CDE pre-populated figures accurate? A: Yes. CDE programmed the ‘Previous school year teachers’ or the ‘Teachers employed during both the current and previous school years’ field to reflect teachers employed during both the current and previous school years.  The result includes a subset of 2014-15 teachers who were also employed in 2015-16.  Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us

Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us 2015-16 CRDC Q: The CDE pre-populated figures for Student Retention do not seem accurate. A: CDE programming pulled in students who were retained in the same grade level from anywhere within the state the prior year, not just within the specified district.    Numbers may appear too high.  We will add the ‘within the same district’ criteria for the 2017-18 CRDC.  Please overwrite if not accurate for your district. Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us

Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us 2015-16 CRDC Q: Can districts see information that was prepopulated from CDE? A: Yes. Before entering any data an LEA can run a Submission Review Report.   The Submission Review Report provides a compressed zip file containing the following: LEA form data in a pdf format Individual school form data for all schools within the LEA, each one in a separate pdf A separate pdf providing Key Definitions for the report Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us

Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us 2015-16 CRDC Q: Can districts see information that was prepopulated from CDE? A: (cont.)This report represents a snapshot of the data submitted at the time an LEA launches the report. Each pdf contains an entire LEA or school form with all questions, instructions, and data elements shown, whether submitted or not, any comments or reason codes associated with the data elements or tables. Data elements that have yet to be submitted are shown as "NS" for Not Submitted, while data elements that are skipped by the system display as "N/A" for Not Applicable. For purposes of calculated table totals, both "NS" and "N/A" are counted as 0 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us

THANK YOU!!! 2015-16 CRDC CRDC contacts are INCREDIBLE!!! Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us

CRDC Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 54

SBD

Assessment Unit homepage SBD Manual & Webinar https://www.cde.state.co.us/assessment Assessment Unit homepage ↓ Trainings Data Trainings SBD Manual SBD Webinar *SBD manual page 2*

Student Assessment Data Cycle Pre-ID Extract Student Testing SBD Review Results Release SBD Review Vendor provides data to CDE CDE loads data into Data Pipeline Districts download and update data Districts submit and approve data CDE returns data to vendor *SBD manual page 3*

2016-2017 SBD Review Timeline* Assessment Dates 1 ACCESS for ELLs 03/16-03/29 2 CO SAT/PSAT 10† 05/15-05/24 3 CMAS Science/social studies CoAlt science/social studies ELA/math (PARCC) CSLA 05/22-06/01 4 CoAlt: English Language Arts and Mathematics (DLM) 06/19-06/27 *DACs and data respondents will receive updates about individual collections as needed. †Will count for accountability reporting beginning in 2017 *SBD manual page 2*

Data Pipeline Assessment Collections User Roles Description LEA viewer Can only view data and reports LEA user Can view data and reports Can download, edit, and upload data LEA approver Can approve data† *Assigned by Local Access Manager (LAM). Individuals may be assigned roles in several or all SBD collections but may only have one user role per collection. †Districts can ensure that SBD data have been submitted using the Status Dashboard tab in Data Pipeline. *SBD manual page 6*

New for ACCESS for ELLs Collection Fields removed from collections Colorado Continuously Title 1 Immigrant Cluster Pre-ID Label Test invalidation code fields – One for each domain Reported Record field – Included on student report Reported Mode field – Online, paper, combination Date Most Recently Enrolled in U.S. field replaced by Date First Enrolled in U.S. CDE providing optional calculated values for: Continuously in District Continuously in School Date First Enrolled in U.S. *SBD manual page 35*

CDE Optional Calculated Values File Extract Download Extract Type SBD Extract = Vendor file (reflective of pre-ID data) SBD Extract using Student Profile = File updated with Data Pipeline Student Interchange data SBD Student and CDE continuous extract = File updated with Data Pipeline Student Interchange data PLUS calculated values

Accountability Comparison Report CDE providing optional calculated values for: Continuously in District Continuously in School Date First Enrolled in U.S. 62 Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281

Student Location Report *SBD manual page 32* Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281

Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281 2016-2017 SBD Reviews Contacts Melissa Mincic mincic_m@cde.state.co.us 303.866.6281 SBDs ACCESS for ELLs CMAS DLM Shangte Shen shen_s@cde.state.co.us 303.866.6877 SBD CO PSAT 10/CO SAT Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281

Thank you for joining us today! Next Town Hall: Thursday, March 24th, 2017 9 a.m.-10 a.m.