Data Pipeline Town Hall January 11st, 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

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 IDM Phone Number Bulk Load for Respondents Special Education December Count AEC Student End of Year Human Resources Snapshot EDAC Data Burden Survey Pre-Id Pull for Assessment

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic Designated Agency (Due 8/31/2018) Pre-ID/SBD Interchanges Student Special Education IEP (2017-2018) Staff (2017-2018) Teacher Student Data Link 9

Open Data Pipeline Collections 11/16/2018 Open Data Pipeline Collections Snapshots Special Education December Count Human Resources Coming Soon Teacher Student Data Link Snapshot Directory School Code Changes and 4 Day School Week Application 10

IDM Phone Number Bulk Load for Respondents

Special Education December Count

Special Education December Count Timeline November 1st Snapshot Opens November 16th Upload IEP/Staff Interchange at least once As of today’s data all Admin Units have uploaded files and are working through Interchange Errors. Creating a Snapshot will provide additional information on Staff report Status December 1st Official Count Date December 14th Snapshot Created December 21st Interchange files error free (IEP/STAFF) January 18th All errors resolved (interchange and snapshot) Jan 19th – 25th Review Staff and Student Reports January 25th Validity Certification Reports due Jan 26th – Feb 8th Student Duplication Process February 15th Snapshot must be finalized Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620

Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620 December 21st Be sure you have successfully uploaded ALL IEP and Staff data at this time and are error free at the IEP and Staff Interchange. (Data will be as of the Annual Count Date “December 1st”) Staff Interchange Files Must meet the Special Education December Count criteria of having the Admin Unit Code included in the files and special education flag = 1. If you are a district and haven’t met this requirement back on the 21st please update files no later than today and let the Admin Unit know so they can create a snapshot and get back on track with the collection. Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620

No staff included in Special Education December Count Snapshot Admin Units with this issue have been contacted to resolve issues around staff including interchange error resolution and special education staff reporting requirements to include Admin Unit Code in staff profile and assignment and special education flag 1. Contact CDE to get you back on track to meet next Thursdays deadline.

Records Not In Snapshot Be sure to check emails for status of an upload or snapshot then batch maintenance and status dashboard but email 1st. If a file doesn’t process please reupload quickly it to ensure it does or reach out to the team for assistance in a timely manner. Someone else is probably waiting for the file to be processed. Records not in December Count Records pop in these reports if there are interchange errors, the records don’t meet the Snapshot criteria, and files didn’t process. Files that don’t process are difficult for the Admin Unit to know about. Common issue we see is the Admin Unit code is not included in the Staff Profile file for special education records. If you are a district reporting special education data be sure to include the Admin Unit code in both files and mark special education flag 1 in the assignment file per reporting requirements.

Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620 Upcoming Trainings To join: https://cdeinfotech.adobeconnect.com/data_services/ Call in number: 1-855-397-4421 Training Date Time   December Count Monday, November 13, 2017 10:00 am – 11:00 am Technical Assistance around the 11/16/2017 Interchange Upload Requirement Staff Interchange Tuesday, November 14, 2017 2:30 pm – 3:30 pm Jennifer Simons and DSU offering office hour around the new Demonstrate In-Field Status fields Tuesday, November 28, 2017 December Count Office Hours Tuesday, December 19, 2017 Technical Assistance around the 12/21/2017 IEP/Staff Interchange Error Resolution Requirement Tuesday, January 16, 2018 1:00 pm – 2:00 pm Technical Assistance Around Snapshot Completions, Review Reports, Duplicates Tuesday, February 6, 2018 Technical Assistance Around Final Steps toward Collection close 02/15/20148 Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620

Current BUGs/Reporting Issues ESSA Endorsement and License check issues Modified DC234 to a warning DC243 Error on School Wide – remains an error. Working with licensing to get the license feed accurate. Added a business rule to check validity of school codes in the Staff file. AUs with invalid codes have and will be contacted. SAM Warnings – relayed issue where added endorsements are not showing in the license feed. Escalated to leadership.

Thank you for joining us today! Questions? If you have ANY questions about the Special Education IEP Interchange 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 Lindsey Heitman (303) 866-5759 heitman_l@cde.state.co.us Orla Bolger (303) 866-6896 bolger_o@cde.state.co.us Lauren Rossini (303) 866-6688 Rossini_l@cde.state.co.us (Staff Approval Matrix) Email protocol – please include: Administrative Unit # Phone number where you may be reached. Be sure to get that added in Access Management. Subject of the email NOTE: Never send files or reports via email – contact us to determine best technical assistance avenue. Thank you for joining us today!

AEC

AEC Pipeline Collections Two Collections: Renewal/Application for AEC Designation Selection of Measures (Planned and Actual) What’s new: Collection through pipeline, not collections themselves Right now you need to know: Work with your Local Area Manager (LAM) to get AEC~LEAAPPROVER role assigned to the appropriate individuals in your district/BOCES

AEC Pipeline Collections Known Districts Affected: ADAMS 12 (0020) CO SPRINGS 11 (1010) HARRISON 2 (0980) ROARING FORK (1180) ADAMS 14 (0030) DELTA 50J (0870) JEFFERSON R-1 (1420) SALIDA (0500) ADAMS 28J (0100) DENVER 1 (0880) LAS ANIMAS RE-1 (0290) SCHOOL DISTRICT 27J (0040) ALAMOSA 11J (0100) DOUGLAS RE 1 (0900) MAPLETON 1 (0010) SHERIDAN (0123) BOULDER (0480) DURANGO (1520) MESA COUNTY VALLEY 51 (2000) ST VRAIN VALLEY RE 1J (0470) BUENA VISTA (0490) EAGLE RE 5O (0910) MONTE VISTA C-8 (2740) STEAMBOAT SPRINGS RE-2 (2770) CENTENNIAL BOCES (9035) ELIZABETH C-1 (0920) MONTEZUMA-CORTEZ RE-1 (2035) STRASBURG 31J (0060) CENTER 26JT (2810) ENGLEWOOD 1 (0120) MONTROSE RE-1J (2180) THOMPSON R-2J (1560) CSI (8001) FALCON 49 (1110) NORTH CONEJOS RE-1J (0550) WESTMINSTER 50 (0070) CHERRY CREEK 5 (0130) FORT MORGAN RE-3 (2405) PLATEAU VALLEY 50 (1990) WIDEFIELD 3 (0990) CSDB (9000) FOUNTAIN 8 (1000) POUDRE R-1 (1550) CO RIVER BOCES (9175) GREELEY 6 (3120) PUEBLO COUNTY 70 (2700)

AEC Pipeline Collections Known Districts Affected: ADAMS 12 (0020) CO SPRINGS 11 (1010) HARRISON 2 (0980) ROARING FORK (1180) ADAMS 14 (0030) DELTA 50J (0870) JEFFERSON R-1 (1420) SALIDA (0500) ADAMS 28J (0100) DENVER 1 (0880) LAS ANIMAS RE-1 (0290) SCHOOL DISTRICT 27J (0040) ALAMOSA 11J (0100) DOUGLAS RE 1 (0900) MAPLETON 1 (0010) SHERIDAN (0123) BOULDER (0480) DURANGO (1520) MESA COUNTY VALLEY 51 (2000) ST VRAIN VALLEY RE 1J (0470) BUENA VISTA (0490) EAGLE RE 5O (0910) MONTE VISTA C-8 (2740) STEAMBOAT SPRINGS RE-2 (2770) CENTENNIAL BOCES (9035) ELIZABETH C-1 (0920) MONTEZUMA-CORTEZ RE-1 (2035) STRASBURG 31J (0060) CENTER 26JT (2810) ENGLEWOOD 1 (0120) MONTROSE RE-1J (2180) THOMPSON R-2J (1560) CSI (8001) FALCON 49 (1110) NORTH CONEJOS RE-1J (0550) WESTMINSTER 50 (0070) CHERRY CREEK 5 (0130) FORT MORGAN RE-3 (2405) PLATEAU VALLEY 50 (1990) WIDEFIELD 3 (0990) CSDB (9000) FOUNTAIN 8 (1000) POUDRE R-1 (1550) CO RIVER BOCES (9175) GREELEY 6 (3120) PUEBLO COUNTY 70 (2700) Note: If your district has a school that is applying for AEC status for the first time your district may not appear on this list. You will need to notify B Sanders (sanders_b@cde.state.co.us) that you intend to designate that school as an AEC during January.

AEC Pipeline Collections Timeline: Month Renewal/Application Designation Collection Selection of Measures Collection (Planned and Actual) January Training Notify B Sanders of new schools seeking AEC designation by 1/31/2018 February March Renewal/Application collection opens 3/1/2018 Office hours for Renewal/Application collection will be available, TBD Planned measures for 2018 AEC SPF collection opens 3/1/2018 April Renewal/Application collection closes 4/27/2018 Planned measures for AEC SPF closes 4/27/2018 May Planned measures for 2019 AEC SPF opens 5/1/2018 Actual measures for 2018 AEC SPF opens 5/1/2018 June Planned measures for 2019 AEC SPF opens 6/29/2018 Actual measures for 2018 AEC SPF opens 6/29/2018

AEC Pipeline Collections Watch The Scoop for notifications and schedules for training webinars for these collections. You can join The Scoop here: http://eepurl.com/Ai8lf Outreach for trainings for these collections and additional information about these collections will be sent to districts with alternative education campuses as those resources are available. More information at: http://www.cde.state.co.us/datapipeline/per-aec Reach out to B Sanders with questions: Sanders_b@cde.state.co.us 303.866.2865

Student End of Year

Data Release Duncan Anderson 303-866-6970 Next Thursday the 18th will be the public release of the graduation and dropout rates State rates will be sent out to districts today for review prior to release In order to give all districts appropriate time to prepare for the lease, these rates are embargoed from the media until next week. If you do receive questions from reporters, you can direct them to contact CDE communication department (cde_communications_office@cde.state.co.us) Reach out to Duncan Anderson with questions: Anderson_d@cde.state.co.us 303.866.6970

Human Resources

Human Resources Timeline November 1st Snapshot Opens November 16th Must have both interchange files uploaded at least once December 1st Official Count Date December 14th Must create snapshot at least once December 21st Interchange files error free January 18th Snapshot Recreated (to update Special Ed Report) Jan 18th- 25th Review Special Education Report February 8th All errors resolved (interchange and snapshot) Feb 8th – 15th Review reports for accuracy February 15th Snapshot must be finalized

HR200 – Endorsement Edit Edit is now a warning. Due to issues within our system, it has been determined to have this edit be a warning. You must create a new snapshot in order for this change to be reflected in your HR snapshot error report.   The same is still applicable: If the teaching subject area is a specific teaching area (i.e. English), then the endorsement must also be in the same specific teaching area.  An English endorsement is needed for teaching English.  A foreign language endorsement is needed for teaching a foreign language.  This is the case regardless of the grade level being taught. Study Hall (code 2000) does not have an endorsement so another code would need to be used for that subject area in the Demonstrates In-Field Status fields.  

Contact Information Annette Severson: Email: severson_a@cde.state.co.us Phone: 303-866-6824 Fax: 303-866-6888 In emails or voicemail messages, please include: District Code Error code(s) if applicable Where assistance is needed; such as ‘files won’t upload’ or ‘getting error HR##’, or ‘what is next’, etc.

EDAC Data Burden Survey Due: February 9, 2018 One month remaining

EDAC Data Burden Survey Jan Petro petro_j@cde.state.co.us 303-866-6868 Jan Petro petro_j@cde.state.co.us 303-866-6838 or Dennis St. Hilaire st.hilaire_d@cde.state.co.us 303-866-6840

EDAC Data Burden Survey Questions Q: What do I do if I don’t recognize a collection? A: Please contact Dennis St. Hilaire. He can assist you in determining what the collection contains and whether or not it pertains to you. Dennis St. Hilaire 303-866-6840 st.hilaire_d@cde.state.co.us Q: What do I do with the survey spreadsheet when completed? A: Please send to Dennis St. Hilaire (st.hilaire_d@cde.state.co.us) and Jan Petro (petro_j@cde.state.co.us). Jan Petro petro_j@cde.state.co.us 303-866-6868

EDAC Data Burden Survey Thank you!!! EDAC needs your participation to make our point. Due date: Friday February 9, 2018 6 responses submitted  (5 districts, 1 administrative unit) Jan Petro petro_j@cde.state.co.us 303-866-6868

Pre-Id Pull for Assessment

Student Assessment Data Cycle PRE-ID EXTRACT Districts update student data for October count in Data Pipeline CDE downloads October count data from Data Pipeline CDE submits data to vendor system STUDENT TESTING Districts can update data in vendor system* 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 updated data to vendor Vendor merges student demographic data with score data and provides files and reports to districts and schools through vendor system* RESULTS RELEASE *Not applicable for all assessments

Student Assessment Data Cycle: Pre-ID Extract CMAS Example Cycle Activity Task Expected CMAS Timeline Pre-ID extract Districts update student data for October count in Data Pipeline December 2017 CDE: Downloads October count data from Data Pipeline Validates file for accuracy and completeness Submits to vendor system December-January 5th Preparing for student testing in vendor system* Districts work in vendor system to: Assign student test accommodations Complete student transfer requests Confirm testing format (i.e., online or paper) January 8th-January 26th Vendor creates labels for testing booklets January 26th Districts update student demographic data in vendor system (can be done in vendor system and/or during SBD) January 8th-May 16th *Not applicable for all assessments

Student Assessment Data Cycle: Student Testing CMAS Example Cycle Activity Task Expected CMAS Timeline Student testing Districts conduct testing April 9th-April 27th* Districts update demographic data and not tested/void codes in vendor system (can be done in vendor system and/or during SBD) Prior to May 16th *Some districts may begin testing online CMAS ELA/math as early as March 19th and high school science as early as March 26th.

Student Assessment Data Cycle: SBD Review CMAS Example Cycle Activity Task Expected CMAS Timeline Data clean up in vendor system Districts update not tested/void codes in vendor system Prior to May 18th Last day for pick up of scorable materials (scorable materials are scanned immediately upon receipt by vendor)* May 2nd SBD review Vendor provides initial demographic data file to CDE May 18th CDE loads data into Data Pipeline May 21st Districts download and update data (demographic data and void/invalidation codes can be updated in vendor system and/or during SBD) Deadline for districts to submit and to approve data May 31st CDE validates data and returns data to vendor Immediately after SBD closes *If scorable materials are not picked up by May 2nd, there is no guarantee that records for these PBT students will be included in SBD or scored.

Student Assessment Data Cycle: Results Release CMAS Example Cycle Activity Task Expected CMAS Timeline Creation of score file Data validation and quality control processes Vendor: Merges student demographic data with score data Validates data Provides student level data files to CDE Immediately upon receipt of SBD data from CDE CDE validates data student level score files Immediately upon receipt of score files from vendor Embargoed release of student level data files CDE releases embargoed student level data files to districts and schools through vendor system* June *Not applicable for all assessments

Tentative 2018 SBD Review Dates Assessment Tentative Review Dates 1 ACCESS for ELLs March 15th-March 28th 2 CMAS Science/Social Studies and ELA/Math (including CSLA) CoAlt Science/Social Studies May 21st-May 31st 3 PSAT/SAT TBD 4 CoAlt DLM

Questions? Contact us: 2017-2018 SBD Review Contacts ACCESS for ELLs Melissa Mincic Mincic_M@cde.state.co.us 303.866.6281 ACCESS for ELLs CMAS CoAlt DLM Shangte Shen Shen_S@cde.state.co.us 303.866.6877 PSAT/SAT

Thursday, January 18th, 2018! 9 a.m.-10 a.m. Thank You Next Town Hall: Thursday, January 18th, 2018! 9 a.m.-10 a.m.