Data Pipeline Town Hall October 27th, 2016 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
Importance of Data Privacy 11/7/2018 Importance of Data Privacy Federal and state laws govern data privacy, confidentiality and security and require CDE to collect data that may include personally identifiable information (PII). Name, address, personal identifier Other indirect identifiers (e.g., date or place of birth) Information that, alone or in combination, is linked or linkable to a specific student that would allow a reasonable person in the school community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty. (§ 99.3) 4
How to Share Data Check local policies for restrictions Use secure-file transfer protocols Call CDE with questions about how to transmit PII securely Do not send PII over e-mail or fax Do not use PII in trainings Do not share PII with unauthorized individuals Do not share passwords For more information http://www.cde.state.co.us/dataprivacyandsecurity 5
Today’s Agenda Open Collections in Data Pipeline Student October Student End of Year ACCESS for ELLs Pre-ID Extract Directory Special Education IEP Special Education December Count
Introductions 7
Open Collections in Data Pipeline 8
Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic December Finance Interchanges Staff Student Special Education December Count IEP 9
Open Data Pipeline Collections 11/7/2018 Open Data Pipeline Collections Snapshots Student End of Year Student October Coming Soon ACCESS Pre-ID (Extract Nov 10th) Human Resources (Snapshot Nov 3rd) Directory - Update Board Membership (November) 10
Student October 11
2016-2017 Student October Thursday 15th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST September Wednesday 5th: Count Day Thursday 6th: Deadline for first student interchange upload Thursday 13th: Suggested date for error free interchange files Thursday 20th: Deadline for creating first snapshot Thursday 27th: Suggested date for error free snapshot October Monday 7th 5pm: Suggested snapshot submission date Thursday 10th 5pm: Legislated snapshot submission deadline Tuesday November 29th: Last day to resubmit snapshot November 12 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student October Steps in the October Process: Upload Student Interchange Files Resolve Errors Either by changing coding or requesting exceptions Request Exceptions via Syncplicity using the exception template Create Snapshot By changing coding in Student Interchange Files Or requesting exceptions Validate data using Cognos reports Don’t Forget: Home School Data (Under Student Profile in Pipeline) 13 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student October 14 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student October Student Transfers within the window: If a student enrolled in your district during the count window, but after the count day. Can you count them? Maybe. Yes when: Student was not enrolled in another Colorado School District on the Count Day or on that district’s approved alternate count day Student was enrolled in a Colorado or other state’s schools during this school year prior to enrolling in your district https://www.cde.state.co.us/cdefinance/studentoctoberauditresourceguidetransferstudents To get counted you must submit Transfer Enrollment Exception Request to me. 15 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student October District Summary and School Summary of Pupil Counts Reports are up and running and we believe that the data is now being reported accurately. If the data is not correct, please make sure you have created a snapshot since Wednesday morning District and School Report on Ethnicity/Race & Gender Updated this week to include 64 PK students Will appear as PK SPED students, not CPP in this report 16 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student October Cognos Reports to Review Most reports are useful in their own way here are a few to focus on when creating snapshots, reviewing OC errors, and prepping for the duplicate process Students Excluded from Student October Snapshot Lists students excluded from snapshot because they did not meet October Requirements Snapshot Records Excluded Due to Profile Errors Lists students excluded from snapshot because of DEM or SSA errors District Summary of CPP Allotments If you have errors related to CPP/ECARE slots this report should help District Summary of Post Secondary Programs To Review your ASCENT slots Summary of Pupils Being Reported by Another District A report to allow the resolution of duplicates prior to duplicate process Will soon include students who were reported in a facility on Oct 5 17 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student October Office Hours: FAST Duplicate Count Webinar 11/7/2018 2016-2017 Student October Office Hours: Thursday October 27 – 2pm-3pm Tuesday November 1 – 9am-10am Link: https://cdeinfotech.adobeconnect.com/data_services Phone: 1-855-397-4421 FAST Duplicate Count Webinar Tuesday November 1 – 1:30pm – 2:30pm https://enetlearning.adobeconnect.com/fast1/ 18 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. Contact Morgan Holmgren: 303-866-6961 Holmgren_m@cde.state.co.us 19
Student End of Year 20
11/7/2018 2015-16 End of Year Schedule The Post -Cross LEA phase will open later today Your district will not be unlocked for this phase of the process. Instead you’ll update your snapshot. Only exit types can be changed during the final phase of the collection. Sign off forms are due December 7th and will not be available until December 1st. Please see http://www.cde.state.co.us/datapipeline/snap_eoy for additional documentation including Trainings, Instructions, and Exception Template Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 21 Student End of Year — Duncan Anderson — 303.866.6970. anderson_d@cde.state.co.us
Post Cross LEA Trainings 11/7/2018 Post Cross LEA Trainings Post Cross LEA Trainings Recorded Post Cross LEA Training (2016) Agenda Items include Adequate Documentation Reviewing Reports to Validate Graduation and Dropout Rates AYG Reconciliation Please attend one of the following Connect to https://cdeinfotech.adobeconnect.com/cde-data-pipeline/ October 28th 9 am -10 am November 1st 11 am - 12 pm Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 22 Student End of Year — Duncan Anderson — 303.866.6970. anderson_d@cde.state.co.us
SE903/SE904 Exceptions You may have documentation that indicates that a student receiving an SE903/SE904 error should not be coded as a dropout Please create a Exception Request for these students Upload the Exception Request to Syncplicity using the same procedure used in other portions of the collection. Email Duncan when you’ve submitted your request If you have not created EOY exceptions, please contact Duncan to step up a Syncplicity folder 23 Student End of Year — Duncan Anderson — 303.866.6970. anderson_d@cde.state.co.us
SE903/SE904 Exceptions In addition to the Exception Request, you will also need to upload Adequate Documentation Upload scans of that Documentation to Syncplicity using the same procedure used with Exception Requests Please include the File Name of the student’s documentation in your Exception Request file under the district explanation column 24 Student End of Year — Duncan Anderson — 303.866.6970. anderson_d@cde.state.co.us
AYG Reconciliation Students receiving a SE712 warning may be subject to AYG reconciliation These students were reported by another district closer to October 1st in a different high school grade level than is being reported by your district In this case, the AYG will be set based on their grade level of the other district This may impact graduation rates. This change may not be shown until after the Post Cross LEA Validation phase closes 25 Student End of Year — Duncan Anderson — 303.866.6970. anderson_d@cde.state.co.us
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 26
ACCESS for ELLs Pre-ID Extract 27
Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281 2016-2017 SBD Pre-ID Extract Purpose Student registration for assessment Data clean up is optional CDE pulls this data to provide to the vendor in preparation for upcoming assessment(s) Optional data clean up deadlines ACCESS for ELLs general/alternate – COB Thursday, 11/10 All other assessments – COB Friday, 12/16 CMAS (Science/social studies, ELA/math, CoAlt, CSLA) DLM SAT/PSAT 28 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 Pre-ID Extract Please provide the Assessment Unit your feedback! SBD manual: http://www.cde.state.co.us/assessment/2016sbdmanual SBD training webinar: https://enetlearning.adobeconnect.com/p76tesubo6b/?launcher=false&fcsContent=true&pbMode=normal Questions? Melissa Mincic mincic_m@cde.state.co.us 303.866.6281 Jasmine Carey carey_j@cde.state.co.us 303.866.6634 29 Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 30
Directory 31
Directory (Virtual) Virtual School Status New Field 32
Directory (Virtual) 33
Directory (Virtual) New required field for 2016-17 Default “Not Virtual” Full Virtual = The school has not physical building where students meet with each other or with teachers, all instruction is virtual. Virtual With Face to Face Options = The school focuses on a systematic program of virtual instruction but includes some physical meetings among students or with teachers. Supplemental Virtual = The school offers virtual courses but virtual instruction is not the primary means of instruction. Not Virtual = The school does not offer any virtual instruction. 34
Data Pipeline Directory Reminder to Update School Board Membership in Data Pipeline Directory after Election Day 11/8/2016 2 items need completed post election: 1.) Information in Data Pipeline Directory needed to comply with CRS 22-32-109(1)(d) Name Home Address Office Length of term 2.)Send in certificates of appointment /election or board minutes noting election. st.hilaire_d@cde.state.co.us Fax: 303-866-6888 Questions Call 303-866-6840 35
Directory Reminder to make sure that school addresses are up to date along with telephone numbers. Make sure that the staff information is up to date. Key membership Principal name and email Directory upcoming items in February. Begin thinking about school code changes for 2017-18. Begin thinking about 4 day school week 2017-18. 36
Non-Public Directory If you get Non-Public Forms please forward them to: Dennis St. Hilaire st.hilaire_d@cde.state.co.us Fax: 303-866-6888 Blank Non-Public Forms can be found at: http://www.cde.state.co.us/datapipeline/yr_directory If a non-public school closes within the boundaries of your district please let me know. 37
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 38
Special Education IEP Interchange 39
Uploading Special Education IEP Interchange Child and Participation Files Be sure to upload a Child file first and then a Participation file first time around. Now is a great time to upload the files and work through any errors. Let us know if you have any questions or require any assistance. 40 Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
Tips to keep in mind LASID & SASID Must be unique and unduplicated Must match between Child and Participation 41
Resources http://www.cde.state.co.us/datapipeline/inter_sped-iep You’ll want to print out copies of the following documents for your reference Timeline File Layouts and Definitions Pupil’s Attendance Information Guidance 42 Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
December Count Data Collection Special Education December Count Data Collection 43
S.A.M. 44
S.A.M. You saw that right! SAM is coming to Town!. Okay it’s not really Yosemite Sam but the Staff Approval Matrix is which is the next best thing! To find out more please join us one of the following dates for information on the process. All Administrative Units and Special Education Director’s should plan to attend 1 of the trainings. Tuesday, November 1, 2016 1:00 pm – 2:30 pm OR Tuesday, November 8, 2016 10:00 am – 11:30 am To join: https://cdeinfotech.adobeconnect.com/data_services/ Call in number: 1-855-397-4421 45 Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
Special Education December Count Timeline November 3rd: Snapshot Opens 17th: Interchange Files uploaded at least once December 1st: Official Count Date 8th: Snapshot created at least once 15th: Interchange files error free January 19th: Interchange and Snapshot Errors must be resolved 20th - 26th: Review Staff and Student Reports 26th: Complete December Count Snapshot, Interchange and Snapshot Errors must be resolved, Staff and Student Data Validity Certifications signed and uploaded to DMS February 1st-9th: Research and resolve duplicates and data validity issues 9th: All duplicates resolved, new snapshot created and all Interchange and Snapshot errors resolved 9th-16th: Final Report review 16th: Special Education Closed, Data Submitted to CDE, ALL Final Reports are signed and submitted to DMS Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
Have questions? Need some assistance? 11/7/2018 Have questions? Need some assistance? We are available via phone or email. 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 EMAILS Include District # and Administrative Unit # Phone Number in your email Subject of the email NEVER send files or reports via email – contact to determine best technical assistance avenue. 47 Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. Kristi Gleason (303) 866-4620 gleason_k@cde.state.co.us 48
Thursday, November 3, 2016 9 a.m.-10 a.m. Thank you for joining us today! Next Town Hall: Thursday, November 3, 2016 9 a.m.-10 a.m. 49