Data Pipeline Town Hall May 4th, 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 Directory Discipline Interchange Student End of Year School Discipline and Attendance READ Special Education Discipline Special Education End of Year Civil Rights Data Collection (CRDC) SBD
Open Collections in Data Pipeline
Open Data Pipeline Collections Year Round Directory (4 Day School Week and School Code Changes due May 12th) RITS EDIS Periodic READ (April 3rd –June 30th) School Discipline and Attendance (May 3rd – July 12th) Interchanges Staff Student Special Education IEP TSDL Discipline Action Interchange 9
Open Data Pipeline Collections 11/12/2018 Open Data Pipeline Collections Snapshots Teacher Student Data Link (Now Open-8/25/2017) Student End of Year for 2016-17 Special Education Discipline (Soft Open-8/23/2017) Special Education End of Year (Soft Open- 10/5/2017) Coming Soon CO SAT/PSAT (Opening 5/15/2017-5/24/2017) CMAS (Opening 5/22/2017-6/1/2017) 10
Summer Calendar
Summer Calendar In the months of June, July and August, Town Hall will meet every other Thursday. Here is the schedule of days we will have Data Pipeline Town Hall. June 1st, 15th, 29th July 13th, 27th August 10th, 24th
Directory
Directory 4 day school week 4 Day School Week Application Submit Your Annual Four-Day School Week Application by May 12th. School districts operating a four-day school week (less than 160 scheduled days per school year) are required to submit a request for approval. Only for schools that include grades 1- 12. To be considered for the of 2017-2018 school year, please complete the application via Data Pipeline by Friday, May 12.
Directory 4 day school week The following districts have submitted their 4 day school week application for the 2017-18 school year.
Directory 4 day school week 0050 BENNETT 29J 0110 SANGRE DE CRISTO RE-22J 0170 DEER TRAIL 26J 0240 PRITCHETT RE-3 0250 SPRINGFIELD RE-4 0260 VILAS RE-5 0270 CAMPO RE-6 0290 LAS ANIMAS RE-1 0310 MC CLAVE RE-2 0500 SALIDA R-32 0520 CHEYENNE COUNTY RE-5 0550 NORTH CONEJOS RE-1J 0560 SANFORD 6J 0640 CENTENNIAL R-1 0740 SIERRA GRANDE R-30 0770 CROWLEY COUNTY RE-1-J 0860 CUSTER COUNTY SCHOOL DISTRICT C-1 0880 DENVER COUNTY 1 0890 DOLORES COUNTY RE NO.2 0930 KIOWA C-2 0940 BIG SANDY 100J 0950 ELBERT 200 0960 AGATE 300 0970 CALHAN RJ-1 1050 ELLICOTT 22 1060 PEYTON 23 JT 1070 HANOVER 28 1120 EDISON 54 JT 1130 MIAMI/YODER 60 JT
Directory 4 day school week 1150 FREMONT RE-2 1195 GARFIELD RE-2 1220 GARFIELD 16 1330 GILPIN COUNTY RE-1 1340 WEST GRAND 1-JT 1350 EAST GRAND 2 1380 HINSDALE COUNTY RE 1 1400 LA VETA RE-2 1420 JEFFERSON COUNTY R-1 1430 EADS RE-1 1440 PLAINVIEW RE-2 1460 HI-PLAINS R-23 1500 BURLINGTON RE-6J 1590 PRIMERO REORGANIZED 2 1600 HOEHNE REORGANIZED 3 1620 AGUILAR REORGANIZED 6 1760 KIM REORGANIZED 88 1780 GENOA-HUGO C113 1790 LIMON RE-4J 1810 KARVAL RE-23 1828 VALLEY RE-1 1850 FRENCHMAN RE-3 1980 DE BEQUE 49JT 1990 PLATEAU VALLEY 50 2000 MESA COUNTY VALLEY 51 2010 CREEDE SCHOOL DISTRICT 2505 WELDON VALLEY RE-20(J) 2520 EAST OTERO R-1 2530 ROCKY FORD R-2 2535 MANZANOLA 3J
Directory 4 day school week 2560 CHERAW 31 2610 PARK COUNTY RE-2 2660 LAMAR RE-2 2670 HOLLY RE-3 2680 WILEY RE-13 JT 2710 MEEKER RE1 2720 RANGELY RE-4 2750 SARGENT RE-33J 2780 SOUTH ROUTT RE 3 2790 MOUNTAIN VALLEY RE 1 2800 MOFFAT 2 2865 REVERE SCHOOL DISTRICT 3010 CRIPPLE CREEK-VICTOR RE-1 3030 AKRON R-1 3050 OTIS R-3 3060 LONE STAR 101 3120 GREELEY 6 3146 BRIGGSDALE RE-10 3147 PRAIRIE RE-11 3148 PAWNEE RE-12 3200 YUMA 1 3230 LIBERTY J-4 9030 Mountain Boces
Discipline Interchange
Discipline Interchange May 8th Reminder to upload discipline events for students with disabilities or report an exempt status. http://www.cde.state.co.us/datapipeline/2016- 2017specialeducationdisciplinetimeline Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
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
Student End of Year
Soft Open Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us The End of Year Collection is Open. Districts are able to create snapshots using their Student Interchange Data. Please Visit http://www.cde.state.co.us/datapipeline/snap_eoy 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
Upcoming Training Webinars Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us Webinar Dates: May 1 2:00 – 3:00 May 3 10:00 – 11:00 May 5 9:00 – 10:00 May 10 11:00 – 12:00 Login Information: https://cdeinfotech.adobeconnect.com/data_services/ Call-in number: 1-855-397-4421
Soft Open Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us Excluded Student errors There are also new 400 level errors for when a student has been excluded from your snapshot: SE401 A PK-12 grade student has errors at the interchange level (SSA). SE402 A grade K-12 student was reported last year with Exit Type=00 in the last detail record, they must be reported this year with a Primary School flag set to 1 in their first SSA record SE403 A grade K-12 student was reported last year with Exit Type=00 in the last detail record, they must be reported this year with a Pupil Attendance Code between 01-08 in their first SSA record SE404 A K-12 student was reported last year with Exit Type=00 in the last detail record, they must have a record in your current year School Association file. SE405 A PK-12 grade student has errors at the interchange level (DEM). SE490 A grade K-12 student was reported in Student October and they are not in the student end of year snapshot, but a record exists in the student interchange with a Primary School flag set to 0. SE491 A grade K-12 student was reported in Student October and they are not in the student end of year snapshot, but a record exists in the student interchange with a Pupil attendance code other than 1-8. 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
Soft Open Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us Excluded Student errors There are also two warnings for students that might be excluded by mistake It’s important that district verify these warnings, as students excluded from snapshots may cause other districts to take unrecovered transfer dropouts! SE412 A grade PK-12 student was reported in the student school association file with a primary school flag set to zero. Please confirm that this status is approrpiate as the record will not be included in the End of Year snapshot. SE413 A grade PK-12 student was reported in the student school association file with a pupil attendance code that is not between 01 and 08. Please confirm that this status is appropriate as the record will not be included in the End of Year 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
School Discipline and Attendance (SDA)
Identity Management Roles To have access to the SDA periodic collection, one of the following 3 roles would need to be assigned to you by your Local Access Manager: If you plan to ‘do it all’ – you will want the SDA~LEA Approver Role IdM Role Enables User to: SDA~LEAAPPROVER Finalize, Submit, Modify and View Data SDA~LEAUSER Submit, Modify and View Data SDA~LEAVIEWER View Data
2016-17 Timeline Date Event May 23rd (Tuesday) May 3rd (Wednesday) Collection Opens May 9th (Tuesday) Webinar Training May 15th (Monday) May 23rd (Tuesday) Attendance Webinar Training June 22nd (Friday) Suggested Date for having No Reportable Incidents tab updated June 9th (Friday) Suggested Date for having at least 1 file uploaded June 16th (Friday) Suggested Date for having all files uploaded June 23rd (Friday) Suggested Date for having all files error free June 30th (Friday) Suggested Date to have SDA data finalized July 12th (Wednesday) Deadline for SDA to be finalized
Summary of the 4 SDA Files: Discipline by Action file Count of INCIDENTS (Behaviors) per school Reported by Behavior and Action Taken 1 record per school per behavior type Discipline by Student Demographic Count of STUDENTS Reported by action taken and demographics of the students’ disciplined 1 record per school and student demographic type Firearm (GFSA) Discipline Count of Firearm Possessions per school Reported by action taken for each firearm possession Attendance Data Reported by Student Demographic and School
What must be Reported in SDA? All students disciplined during the school year All student attendance info- count of days and partial days Include the student and incident: If the student is disciplined with any of the following (for any behavior): Classroom Suspension In-School Suspension Out of School Suspension Expelled Referred to Law Enforcement If the incident would fit a listed behavior code other than code “12- Other Violation of Code of Conduct” regardless of action taken Annette Severson 303-866-6824 severson_a@cde.state.co.us
Webinar Training Information Identical trainings will focus on the data collection process and data requirements for SDA: May 9th (Tuesday) 10 – 11 am May 15th (Monday) 1 – 2 pm To join either session: https://cdeinfotech.adobeconnect.com/data_services/ Call in number: 1-855-397-4421 Annette Severson 303-866-6824 severson_a@cde.state.co.us
Data Pipeline Website http://www.cde.state.co.us/datapipeline 11/12/2018 Data Pipeline Website http://www.cde.state.co.us/datapipeline Periodic Collections -> School Discipline and Attendance Overview Deadlines File Layouts Business Rules Templates Trainings Additional Resources Direct Link: http://www.cde.state.co.us/datapipeline/schooldisciplineattendance Contact: Annette Severson severson_a@cde.state.co.us or (303) 866-6824 Annette Severson 303-866-6824 severson_a@cde.state.co.us
READ
READ Updates At this time, districts should have completed or are currently working on: Creating and submitting beginning READ file to ensure correct file layout Creating and submitting information required for the completion of the READ budget planning survey Current Defects None at this time Recently Corrected Issues
READ Resources READ Collection resources can be found at: http://www.cde.state.co.us/coloradoliteracy/readdatapipeli ne Upcoming webinars Recorded 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 Discipline
Special Education Discipline The Snapshot Officially Opened May 3rd – create away! Snapshot Training May 16th, 2017 10:00 am – 11:00 am 2:00 pm – 3:00 pm To join: https://cdeinfotech.adobeconnect.com/data_service s/ Call in number: 1-855-397-4421 Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
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
Initial Evaluation and Interim Services Example scenario: Student transfers from out of state into your AU with an IEP in place AU chooses to do an initial evaluation on the student and proceed with the full evaluation process While going through evaluation process, student is receiving interim Special Education services from the AU What date should be reported in Date of Entry to Special Education? Normally it should match the “Date IEP Implemented” in path 2 or 3 depending which path student is reported in as required by errors SY278 and SY279 In this scenario, you have 2 choices: 1. Report the date interim services started as the Date of Entry to Sped This will require an exception request to resolve error SY278 or SY279 Option to use if student was receiving interim services on 12/1 2. Report the actual “Date IEP Implemented” as the Date of Entry to Sped which will result in no errors
Where does the Special Education EOY Snapshot extract data from? IEP Interchange Child File Participation File Student Interchange Demographic info Student Profile File Entry Grade Level Student School Association File *a snapshot is a point in time “picture” of your data extracted from the Interchange files *may begin creating snapshots once the required files are successfully uploaded and as many times as needed *records with errors at the interchange level will not pull into your level 2 snapshot validations
Where to Find Snapshot Errors and Snapshot Records Report 11/12/2018 Where to Find Snapshot Errors and Snapshot Records Report Click Cognos Reports and then Special Education EOY: Records with errors at Interchange Snapshot error details Snapshot error summary re snapshot records
Where to Find Snapshot Errors and Snapshot Records Report 11/12/2018 Where to Find Snapshot Errors and Snapshot Records Report Click Cognos Reports and then Special Education EOY: Records with errors at Interchange Snapshot error details Snapshot error summary re snapshot records
Special Education EOY – Upcoming Webinars Webinar Dates: Tues May 2 10:00 – 12:00 New Respondent Training Mon May 8 1:00 – 3:00 Annual Training Webinar Wed May 10 2:00 – 4:00 Annual Training Webinar (5/8 repeat) Login Information: https://cdeinfotech.adobeconnect.com/data_services/ Call-in number: 1-855-397-4421 *emails will be sent with more information prior to webinars!
Special Education EOY - Resources 11/12/2018 Special Education EOY - Resources Data Pipeline Documentation Website Home – Snapshots – Special Education End-of-Year http://www.cde.state.co.us/datapipeline/snap_sped-eoy
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. 47
Civil Rights Data Collection (CRDC)
Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us 2015-16 CRDC GOOD NEWS! Extended deadline is Friday, May 12, 2017 Colorado Progress 119 certified 13 100% complete (have not certified) 24 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 CRDC contacts are CEREBRAL!!! (and PATIENT!) THANK YOU!!! 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. 52
SBD
Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281 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 collections as needed. †Will count for accountability reporting beginning in 2017 *SBD manual page 2* 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 SBD Manual & Webinar https://www.cde.state.co.us/assessment Assessment Unit homepage ↓ Trainings Data Trainings SBD Manual SBD Webinar *SBD manual page 2* Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
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* Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
File Extract Download Options Extract Type SBD Extract = Vendor file (pre-ID data) SBD Student and CDE continuous extract = File updated with Data Pipeline Student Interchange data PLUS CDE calculated values for accountability fields Continuously in District Continuously in School Date First Enrolled in U.S. *SBD manual page 14* Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Accountability Comparison Reports CDE providing calculated values for accountability fields Continuously in District Continuously in School Date First Enrolled in U.S. 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
What’s New for the SAT/PSAT Collection SBD file layout: http://www.cde.state.co.us/datapipeline/sbd-sat-filelayout Fields removed from collection SAT HS Code Comprehensive Race Category Continuous in Colorado Fields added to collection Test Individual race fields Gifted and Talented field CDE providing optional calculated values Continuously in District Continuously in School Title 1 Not Tested Code Date First Enrolled in U.S. Newcomer to U.S. – Did Not Test ELA *SBD manual page 40* 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 *SBD manual page 34* Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Thank you for joining us today! Next Town Hall: Thursday, May 11th, 2017 9 a.m.-10 a.m.