Data Pipeline Town Hall March 1st, 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 Roughly 2000 respondents receive Town Hall Invitation Emails CDE gets back numerous undeliverable, changes to accounts, and delivery issues. Any necessary changes are managed by LAMs Remember to get those phone numbers in the profiles! 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 Contact Phone Number Poll READ Collection Directory Report Card March Special Education December Count Human Resources Collection TSDL Student End of Year EDAC Data Burden Survey

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 Interchanges Student Special Education IEP Staff Teacher Student Data Link 9

Open Data Pipeline Collections 11/16/2018 Open Data Pipeline Collections Snapshots Teacher Student Data Link Snapshot Student End of Year (Soft Opening) Coming Soon AEC 10

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

Identity Management Modification Requests

Background Introduced a new Access Management System (Identity Management, IdM) and process when the Data Pipeline was implemented. Maintenance for assigning and deactivating respondent accounts shifted to be the LEAs responsibility. Multiple respondents are allowed access for each data collection.

Kristi Gleason Gleason_k@cde.state.co.us 303-866-4620 Phone Numbers Request Standard IdM profile requirements currently does not require phone numbers to be provided. Resulting in numerous internal and external challenges for data collection management. CDE will be implementing the phone number requirement and primary contact identification through a phased in approach. LAMs may manually update accounts or update several users through a bulk load process. Special Education December Count Pilot – more on this shortly. Kristi Gleason Gleason_k@cde.state.co.us 303-866-4620

LAM POLL – Phone Numbers Thank you for your time in responding to these questions. If you encountered issues with the bulk load process, please contact Kristi Gleason at 303-866-4620 or Gleason_k@cde.state.co.us. Kristi Gleason Gleason_k@cde.state.co.us 303-866-4620

Primary and Secondary Contacts – Feedback Not only are phone numbers important; having a primary and secondary contact listed is also beneficial LEAs are allowed to have multiple contacts per collection, however only 1-2 would need to be contacted on regular basis or when issues arise Example- Student Duplication process No current method in IDM to provide primary or secondary contact Must be listed at the collection level which is more challenging then if at the profile level. CDE is currently in the process of determining the best way to identify these important roles and would like to get from the field how helpful it would be to identify these roles. Kristi Gleason Gleason_k@cde.state.co.us 303-866-4620

POLL - Primary and Secondary Contact If you have any questions in regard to updating phone numbers in IDM or have any insight around identifying primary and secondary contacts for collections, please feel free to contact me at Gleason_k@cde.state.co.us or 303-866-4620. Thank you!! Kristi Gleason Gleason_k@cde.state.co.us 303-866-4620

READ Act Data Collection

READ Act Data Collection Purpose 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 (SRD) 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 AND The Budget Planning 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 an SRD

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 2017-18 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.

2017-18 READ Collection Timeline March 1: READ Budget Survey soft open – districts can submit budget planning survey April 2: READ collection opens May 18: All districts create and submit beginning READ file to ensure correct file layout 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 So the READ data collection officially opens Monday, April 2, however new this year, we are opening the Budget Planning Survey early so that districts can have the whole month of March to submit their budget planning Surveys. The READ collection opens on Monday April 2. April is a pretty slow month, we have a lot of districts that are still finishing up end of year testing so if nothing happens in April that’s okay. If you are able to load any beginning READs file into Pipeline just to get a feel for your errors, we always recommend that. But by May we want to make sure that you have gotten into Pipeline and have tried to submit your file to make sure you have the correct file layout June 15 is the deadline to submit your READ data file and budget planning survey by close of business. June 22 CDE conducts the duplicate SASID process. What that means is that once all files have been submitted and locked, we run a process within Pipeline that identifies districts who have the same SASIDS reported in their file. So then you will get an email if you are one of the districts that has a duplicate SASID with another district it will explain how to identify who those SASIDS are and then you will work with the other district to determine who should keep the student in their file and who should remove it. So districts have until June 29th to work through that together.

2017-18 Budget Planning Survey The 2018 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

2017-18 Budget Planning Survey To access the survey: User will select “READ Survey” on the initial Pipeline screen for READ User will select current school year and district

2017-18 Budget Planning Survey The survey can be submitted at any time throughout the collection; however, it is encouraged that LEPs submit this survey as soon as possible even if READ data file is not finalized Survey may not have blank questions, but users will be able to save the survey questions already answered and come back to survey at a later time to complete User must have REDLEAUSER user role for completing and editing the survey and the REDLEAAPPROVER role to finalize and submit the survey to CDE User must click the “Submit” tab to finalize the survey Programs submitted in the “other” category that have previously been reviewed by CDE will not be reviewed

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 the READ collection through our listserve 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 Hutton) if you do not know your LAM to obtain this information

READ Collection Trainings Town Hall Starting Thursday, March 1, 2018 – 9:00-10:00am Budget Planning & Reporting Survey Training Tuesday, March 6, 2018 – 10:00-11:00am READ Collection Online Office Hours Wednesday, April 18, 2018 – 1pm-2pm Tuesday, May 15, 2018 – 2pm-3pm Thursday, June 7, 2018 – 11am-12pm Tuesday, June 12, 2018 – 1pm-2pm

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 Hutton, READ Data Collection Manager Email: Hutton_W@cde.state.co.us Phone: 303-866-6421

Directory

Directory 4 Day School Week 4 Day School Week Application Now Open REQUIRED Application must be submitted each year! School districts operating a school on 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 2018-2019 school year, please complete the application via Data Pipeline by Friday, May 11, 2018. Districts will need to submit a application every year if they have schools that operate less then 160 days. Application guide available at: http://www.cde.state.co.us/datapipeline/yr_directory 30

Directory 4 Day School Week In addition to submitting the four-day application through Data Pipeline, DISTRICTS Accredited with Priority Improvement Plan or Accredited with Turnaround Plan that are submitting a district-wide application for all schools within the district need to submit the following additional information separately to Jhon Penn at penn_j@cde.state.co.us: A copy of school calendars, Building class schedules, Assembly schedules, Bell schedule including lunch time interval, Professional development calendar. 31

School Code Changes Items that require a form to update Directory Request a New School Code Request Closing a School Request for Grade Changes Request for Name Changes http://www.cde.state.co.us/apps/formcenter/SchoolChange Forms

School Code Changes If you have a school that is changing LEAs. Let me know that this is happening. In CDE’s systems the school will change authorizer but the school code will remain the same. It you have any questions please contact Dennis St. Hilaire at st.Hilaire_d@cde.state.co.us or dial 303- 866-6840.

Report Card March

Report Card March 2017-18 The Report Card March will open Wednesday, March 1st 2018 and will remain open until April 13th 2018. IDM Roles RCMAR documents can be found at: http://www.cde.state.co.us/datapipeline/per_report -march DISTRICT PIPELINE-NNNN-RCM~LEAAPPROVER Approver Role DISTRICT PIPELINE-NNNN-RCM~LEAUSER Submit and Modify Role DISTRICT PIPELINE-NNNN-RCM~LEAVIEWER Read-Only Role

2017-2018 Special Education December Count

2017-2018 Special Education December Count Approved and Finalized!!! Special Education December Count Kristi Gleason Gleason_k@cde.state.co.us 303-866-4620

Pre-Populating Phone Numbers Pilot CDE pre-populated district phone numbers in profiles for DEC respondents where phone number was blank. Special Education December Count Respondent Contact lists were updated to include pre-populated numbers Internally this was an issue for communicating Staff Approval Matrix issues to the field. CDE would like to know from Admin Unit DEC respondents what if any issues were encountered using the COGNOS respondent lists. Special Education December Count Kristi Gleason Gleason_k@cde.state.co.us 303-866-4620

Respondent Contact List Pilot Poll If you encountered issues with the bulk load process or with one of the contact reports in Cognos, please contact Kristi Gleason. Thank you for your time! Please direct any additional insight or comments to Kristi Gleason at Gleason_k@cde.state.co.us or 303-866-4620 Special Education December Count Kristi Gleason Gleason_k@cde.state.co.us 303-866-4620

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!

Human Resources

THANK YOU!!! ALL Districts are now complete – thank you!! Please complete the 10 question survey at  https://www.surveymonkey.com/r/HR20172018 Additional Comments/Questions: Annette Severson Email: severson_a@cde.state.co.us Phone: 303-866-6824 Fax: 303-866-6888

TSDL

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

Current Status Section Number – in both Course Enrollment and Course Instructor files now allows both numbers and letters Edit Defect: TD067 – Duplicate records in Course Enrollment file causing errors incorrectly. We are working on getting this resolved- please disregard this error at this time Next Webinar Training – March 13th from 1-2 pm

TSDL Resources TSDL Documentation found at: https://www.cde.state.co.us/datapipeline/inter_teacherstudent Deadlines File layouts and definitions Trainings – included recent February training slides/recording For assistance with either Interchange or Snapshot: Annette Severson Severson_a@cde.state.co.us 303-866-6824

Student EOY

Soft Open Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us The End of Year snapshot is currently in a soft open! New Guidance on ASCENT/PTECH: Students completing their 4th year of high school, who have met their district’s graduation requirements and are being retained for a 5th year to participate in ASCENT and PTECH should be reported in the district’s End of Year data submission to CDE with an Exit Code of 90 and a Retention Code of 2. http://www.cde.state.co.us/postsecondary/graduation ratereporting-hb17-1294guidance

Questions? Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us Please contact Duncan Anderson if you have any questions/need training/discover problems Anderson_D@cde.state.co.us 303-866-6970 Please take the 10 question EOY survey: https://www.surveymonkey.com/r/R9YVCBY. I really value your feedback and ideas!

EDAC Data Burden Survey

EDAC Data Burden Survey Thank you!!! If you haven’t yet submitted yours, send it this week! 129 of 268 responses submitted 48% 5 BOCES 24% 2 migrant regions 40% 80 districts 45% 42 administrative units 66% Jan Petro petro_j@cde.state.co.us 303-866-6868

Thursday, March 8th, 2018 9 a.m.-10 a.m. Thank You Next Town Hall: Thursday, March 8th, 2018 9 a.m.-10 a.m.