Data Pipeline Town Hall April 5th, 2018 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

Colorado Department of Education Identity Management https://cdeapps.cde.state.co.us/faqs.ht ml Frequently Asked Questions 1-12 #12 Where can I find the Identity Management role mappings for Data Pipeline and other applications? https://cdeapps.cde.state.co.us/Identit yManagementGroups.xls Access Management 4

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

Open Collections in Data Pipeline Student Biographical Data (SBD) Today’s Agenda Open Collections in Data Pipeline Student Biographical Data (SBD) READ Collection Student End of Year School Discipline and Attendance Teacher Student Data Link

Town Hall Presentations Today’s Presentation is available in Adobe Left Hand Corner Select the Presentation Choose “Download File(s) Window will pop up “Click to Download” Open with Microsoft PowerPoint You can find upcoming and archived trainings here: http://www.cde.state.co.us/ datapipeline/train_trainings

Data Pipeline Definitions

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic Designated Agency (Due 8/31/2018) Pre-ID/SBD Report Card March AEC READ (Opens April 2nd) Interchanges Student Special Education IEP Staff Teacher Student Data Link Discipline Interchange (Opens April 2nd) 12

Open Data Pipeline Collections 11/15/2018 Open Data Pipeline Collections Snapshots Teacher Student Data Link Snapshot Student End of Year (Soft Opening) Coming Soon School Discipline and Attendance (Opens 5/2/2018) Special Education Discipline Snapshot (Opens 5/1/2018) 13

Student Biographical Data (SBD)

2018 SBD Reviews Tentative SBD review window dates: Assessment Tentative Review Dates 1 ACCESS for ELLs March 15th-March 28th 2 CO PSAT/SAT May 17th-May 24th 3 CMAS Science/Social Studies and ELA/Math (including CSLA) CoAlt Science/Social Studies May 21st-May 31st 4 CoAlt DLM May 30th-June 6th

Questions? Contact us: ACCESS for ELLs CO PSAT/SAT CMAS CoAlt DLM 2017-2018 SBD Review Contacts Jasmine Carey Carey_J@cde.state.co.us 303.866.6634 ACCESS for ELLs CMAS CoAlt DLM Questions? Contact us: Shangte Shen Shen_S@cde.state.co.us 303.866.6877 CO PSAT/SAT

READ Act Data Collection

2017-18 READ Collection Timeline READ Act – Whitney Hutton – Hutton_W@cde.state.co.us March 1: READ Budget Planning Survey soft open – districts can submit budget planning survey March 26: READ collection is in soft open – districts can submit data files April 2: READ collection opens June 15: Districts complete submission of READ files and Budget Planning Survey by close of business – all submissions are finalized and submissions will be locked June 22: CDE conducts duplicate SASID process June 22-June 29: Districts work with each other to clear duplicate SASIDS July 2: Districts resubmit with duplicates removed from file and the READ collection closes READ verification form is due July 6: Signed by superintendent At this time, districts can start creating and submitting READ file to ensure correct file layout and creating and submitting information required for the completion of the READ budget survey.

No changes to the 2017-18 data elements What’s New for 2018? READ Act – Whitney Hutton – Hutton_W@cde.state.co.us No changes to the 2017-18 data elements No significant changes to 2017-18 business rules New report in Cognos that identifies students who were identified with an SRD and/or on a READ plan in the prior year, regardless of district Report: Student Extract of 1-3rd Graders with an SRD and/or READ Plan in the Prior Year Report will be available to pull all year New for this year, we’ve created a report in Cognos that pull students who were identified with an SRD and/or on a READ plan The month or April can be a pretty slow month for READ. Since April is a pretty slow month for READ, this report is something that you could start working on now if you would like.

How to Access READ Reports READ Act – Whitney Hutton – Hutton_W@cde How to Access READ Reports READ Act – Whitney Hutton – Hutton_W@cde.state.co.us Step 1: Select Cognos Report in Data Pipeline Step 2: Select Student Extract of 1-3rd Graders with an SRD and/or READ Plan in the Prior Year report Different from the Cohort Extract because YOU ARE NOT REQUIRED TO ADD these students into your READ file. This report is for informational purposes ONLY.

READ Resources READ Act – Whitney Hutton – Hutton_W@cde.state.co.us READ Collection resources can be found at: http://www.cde.state.co.us/coloradoliteracy/readdatapipeline 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, use of per-pupil funds document, etc. Questions? Contact Whitney Westgaard Hutton, READ Data Collection Manager Email: Hutton_W@cde.state.co.us Phone: 303-866-6421

Student End of Year

Soft Open Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us The End of Year snapshot is currently in a soft open! The Homeless Detail Report is currently available This report provides a list of all students currently reported as qualifying for MKV services in your most recent End of Year Snapshot Please use this report to confirm with your MKV liaison that your student information system is up to date If a student’s status changes over the course of the year, they should still be reported as receiving services during the year

Soft Open Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us The HSED Student list has been updated! This report provides a list of all students currently reported as passing the GED/HiSET exam in Colorado from 7/1/2017 - 3/16/2018 Student who were successfully matched to SASIDs will automatically populate errors in EOY, however, you should still check the list if you have students you believe received their HSED who may not have been matched to a proper SASID

End of Year Contact is Changing! I have had a wonderful time being your state End of Year respondent over the past two and a half years, however I’ve recently taken a new position with Aurora Public Schools Your new End of Year Respondent will be a familiar voice: Morgan Holmgren! For questions and training, please contact Morgan: 303-866-6961 Holmgren_M@cde.state.co.us  Thank you all for your hard work on this collection!!

School Discipline and Attendance (SDA)

Identity Management Roles IdM Role Enables User to: SDA~LEAAPPROVER Finalize, Submit, Modify and View Data SDA~LEAUSER Submit, Modify and View Data SDA~LEAVIEWER View Data SDA - Annette Severson - severson_a@cde.state.co.us

No Reportable Incidents Option to use when a school has no incidents to report; either No Disciplinary Incidents and/or No Firearms to report A separate tab in Data Pipeline, under “SDA” Can be updated throughout the SDA process Must update each page or select ‘all’ per page to update all schools in one screen Attendance data file is REQUIRED for all schools, regardless of incidents reported SDA - Annette Severson - severson_a@cde.state.co.us

SDA - Annette Severson - severson_a@cde.state.co.us SDA consists of 4 files Discipline by Action Count of Behaviors by School with Resulting Action Taken Count of Allegations by School for CRDC reporting only Discipline by Student Demographic Count of Students Disciplined by Demographic Information Firearm (GFSA) Discipline Count of Firearm Possessions by School with Resulting Action Taken Attendance Data Count of attendance data by Student Demographic Information Required for all public schools SDA - Annette Severson - severson_a@cde.state.co.us

SDA - Annette Severson - severson_a@cde.state.co.us What must be Reported? All (includes special education) 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 a Classroom Suspension, In-School Suspension, Out of School Suspension, Expelled, or Referred to Law Enforcement regardless of behavior code If the incident is classified as a reportable behavior code Exception: Behavior “Other Violation of Code of Conduct” is not required if action taken is “Other Action Taken” – this combination does not have to be reported to CDE SDA - Annette Severson - severson_a@cde.state.co.us

Civil Rights Data Collection Background Civil Rights Data Collection (CRDC) is reported by LEAs every other year CDE pre-populates any data fields collected for LEAs to help with the CRDC process CRDC last collected 1,658 data fields; CDE pre-populated 1,292 (~78%) fields using approved data from the LEAs By updating SDA, CDE will now be able to pre-populate an additional 297 fields. This will be ~96% of the CRDC data fields SDA - Annette Severson - severson_a@cde.state.co.us

SDA File Layout Updates Discipline by Action All updates are optional for CRDC Reporting Firearm (GFSA) Discipline No changes Discipline by Student Demographics File Attendance Data File Added ‘Free/Reduced Lunch Eligible’ field for Student Demographic information Other updates are optional for CRDC Reporting SDA - Annette Severson - severson_a@cde.state.co.us

Review of SDA Updates for CRDC Reporting 6 new Behavior/Allegation codes allows for CDE to prepopulate an additional 8 CRDC fields 1 new field in the Discipline by Action file allows CDE to prepopulate an additional 6 CRDC fields 10 new fields in the Discipline by Student Demographics file allows CDE to prepopulate an additional 265 CRDC fields 1 new field in the Attendance Data File allows CDE to prepopulate an additional 18 CRDC fields SDA - Annette Severson - severson_a@cde.state.co.us

Discipline by Action file New(optional) Behavior/Allegation codes: Threats of Physical Attack Allegations of harassment or bullying on the basis of sex Allegations of harassment or bullying on the basis of race, color or national origin Allegations of harassment or bullying on the basis of disability Allegations of harassment or bullying on the basis of sexual orientation Allegations of harassment or bullying on the basis of religion Allegations would only have the Total Number reported, Actions Taken would not be associated with these codes SDA - Annette Severson - severson_a@cde.state.co.us

Discipline by Action file New field “Weapon Description” Provide additional information for the reported behavior and whether a weapon was used or not during the incident. Code Type Description No Weapon No weapon was used for reported behavior. 1 With Weapon A weapon is any instrument or object used with the intent to threaten, injure, or kill. This includes look-alikes if they are used to threaten others. Using words that refer to a weapon would not be considered with a weapon. 2 With Firearm or Explosive Device A firearm or explosive device refers to any weapon that is designed to (or may readily be converted to) expel a projectile by the action of an explosive. This includes guns, bombs, grenades, mines, rockets, missiles, pipe bombs, or similar devices designed to explode and capable of causing bodily harm or property damage. SDA - Annette Severson - severson_a@cde.state.co.us

Discipline by Student Demographics New optional fields: these could be left blank, zero-filled or reported with data Transferred to Alternative School (for Disciplinary Reasons) Subjected to Mechanical Restraint Subjected to Seclusion Students Reported as Harassed or Bullied on the Basis of Sex Students Reported as Harassed or Bullied on the Basis of Race or Color or National Origin Students Reported as Harassed or Bullied on the Basis of Disability Students Disciplined as Harassed or Bullied on the Basis of Sex Students Disciplined as Harassed or Bullied on the Basis of Race or Color or National Origin Students Disciplined as Harassed or Bullied on the Basis of Disability SDA - Annette Severson - severson_a@cde.state.co.us

SDA - Annette Severson - severson_a@cde.state.co.us Attendance Data File Add required field: Add field for “Free/Reduced Lunch Status” as it is required for ESSA reporting Additional Field (optional): Total Days Missed Due to Out of School Suspensions Optional – can be left blank or reported with data The total number of school days that were missed by students who received one or more out-of-school suspensions. Include school days missed by students in grades K-12 and comparable ungraded levels. Days when school staff were required to be present at school but students were not, should not be counted. Days when students were dismissed early from school, but school staff were not, should be counted as full days. Each day missed from a part-day program (e.g., part-day kindergarten) should be counted as one full day. Report a cumulative count based on the entire regular school year. SDA - Annette Severson - severson_a@cde.state.co.us

SDA - Annette Severson - severson_a@cde.state.co.us 2017-2018 Collection Dates Date Event April 18th (Wednesday) Collection opens! Webinar training from 2-3 pm May 1st (Tuesday) Webinar training from 10-11 am June 1st (Friday) Suggested Date for having No Reportable Incidents tab updated June 8th (Friday) Suggested Date for having at least 1 file uploaded June 15th (Friday) Suggested Date for having all files uploaded June 22nd (Friday) Suggested Date for having all files error free June 29th (Friday) Deadline for SDA to be finalized To join webinar trainings: https://cdeinfotech.adobeconnect.com/data_services/ and call in number: 1-855-397-4421  SDA - Annette Severson - severson_a@cde.state.co.us

Data Pipeline Website http://www.cde.state.co.us/datapipeline 11/15/2018 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 Will also find Safe Schools Act Accreditation Report link here SDA - Annette Severson - severson_a@cde.state.co.us

Teacher Student Data Link (TSDL)

TSDL Interchange Timeline Prior to TSDL files: Statewide Standard Course Code Submission Open year round Student Interchange Files uploaded Staff Interchange Files uploaded Interchange: Opened in November 2017 Remains open throughout the year

TSDL Snapshot Timeline 11/15/2018 TSDL Snapshot Timeline Date Event Wednesday, Jan 17th 2018 Snapshot open Friday, June 1st 2018 Target: All districts create a TSDL snapshot Friday, June 15th 2018 Target: TSDL Interchange files error free Friday, June 22nd 2018 Target: TSDL Snapshot error free Friday, June 29th 2018 Target Deadline: Recommended date to finalize the TSDL snapshot. After this date, many school systems roll over to the next school year. Friday, August 31st 2018 Final Deadline: Snapshot must be finalized

Date/Time Topic Webinar Trainings Tuesday, November 14th 1 -2 pm Getting Started – What is Required? Tuesday, December 12th 1 -2 pm TSDL Interchange Updates and Process Tuesday, January 9th 1 -2 pm TSDL Interchange Edits Guide Tuesday, February 13th 1 -2 pm TSDL Snapshot Data Reports Tuesday, March 13th 1 -2 pm Overall Process Review (Interchange and Snapshot) Tuesday, April 10th 1 -2 pm TSDL Snapshot Process Tuesday, May 8th 1 -2 pm TSDL Snapshot Edits and Reports Tuesday, June 12th 1 -2 pm Reports Review & Finalizing Steps Tuesday, July 10th 1 -2 pm Status Check – Final Steps Tuesday, August 14th 1 -2 pm Final Review

Identity Management Roles Teacher Student Data Link Interchange Roles: TSL~ LEAUSER – upload and modify TSDL interchange files OR TSL~LEAVIEWER – view (only) TSDL interchange data Teacher Student Data Link Snapshot Roles: TLS~LEAAPPROVER – Approves, creates, views Snapshot OR TLS~LEAUSER - creates, views Snapshot OR TLS~LEAVIEWER- views snapshot

ALL Local Course Codes must be mapped to a State Standard Course Code Use the SSCC (State Standard Course Code) system to map your local course codes https://www.cde.state.co.us/datapipeline/sscc-details Option available to roll over courses from 2016-17 to 2017-18 Even if you use the Standard Course Codes as your Local Course Code- they need to be mapped within the system

Required K-12 Courses Mathematics Science Social Studies English Language Arts All other courses may be included but are not required to be reported

Interchange Files Course Enrollment Course Instructor All students enrolled in a required course (mathematics, science, social studies, and English language arts) for at least 4 consecutive weeks Each record must be unique based on: school code, local course code, section number, SASID , student's grade level and term Course Instructor All teachers teaching the required courses reported in the course enrollment file for at least 4 consecutive weeks Each record must be unique based on: school code, local course code, section number, EDID and term

Course Instructor File TSDL Fields Course Enrollment File Course Instructor File Name of Field School District/BOCES Code School Code Local Course Code Section Number SASID Student's Last Name Student's First Name Student's Gender Student's Date of Birth Roster Start Date Roster End Date Student’s Grade Level Term Credits Granted Final Grade/Course Completion Status Name of Field School District/BOCES Code School Code Local Course Code Section Number EDID Staff's Last Name Staff's First Name Staff's Gender Staff's Date of Birth Term Staff Role Used to link records in the TSDL Snapshot

TSDL Interchange Resources Course Code Documentation found at: https://www.cde.state.co.us/datapipeline/sscc-details TSDL Interchange Documentation found at: http://www.cde.state.co.us/datapipeline/inter_teacherstudent Deadlines File layouts and definitions Business Rules Trainings – all previous trainings can be viewed Additional Resources – Frequently Asked Questions

TSDL Snapshot Resources TSDL Snapshot Documentation found at: http://www.cde.state.co.us/datapipeline/tsdl Deadlines File layouts and definitions Trainings For assistance with either Interchange or Snapshot: Annette Severson Severson_a@cde.state.co.us 303-866-6824

Thursday, April 12th, 2018 9 a.m.-10 a.m. Thank You Next Town Hall: Thursday, April 12th, 2018 9 a.m.-10 a.m.