Data Pipeline Town Hall November 19th, 2015 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 11/16/2018 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 Civil Rights Data Collection Data Pipeline Users Group Student October Student End of Year Special Education December Count Human Resources SBD/Pre-Coded Id Weekly Maintenance Feedback 6
Introductions 7
Open Collections in Data Pipeline 8
Open Data Pipeline Collections Year Round Directory Send in Non-Public student counts. Reminder after the election of Thursday, November 3rd to update your School Board Membership if there were any changes. RITS EDIS Periodic Finance (February 28th 2016) Access for ELLs Pre-ID Pull (November 12th 2015) 9
Open Data Pipeline Collections Snapshots Student October – Duplicate Process (Closes November 24th) Special Education December Count Human Resources Student End of Year (Phase B Closes December 3rd) 10
Civil Rights Data Collection 11
2013-14 Civil Rights Data Collection As of Thursday, November 19th 183 LEAs had certified. Thank you! Due date was August 21, 2015 Need assistance? Contact CRDC Partner Support Center Email: CRDC@sanametrix.com Phone: (844) 338-2732 Notes: If any data appears incorrect, then overwrite. If find issues, work with CDE to correct for 2015-16 collection.
Data Pipeline Users Group 11/16/2018 Data Pipeline Users Group 13
Data Pipeline Users Group Agenda Review of last meeting SBD update Data Privacy READ collection and impact of HB 15-1323 Migrant and Teacher Student Data Link Special Education and Student Pupil Attendance Codes Issues and Concerns Next meeting December 10th 2:00 – 3:00
Data Pipeline Users Group Highlights READ collection Implement an exception file to handle students with House Bill 15-1323 SBD update No major changes this year – Review of Town Hall information Data Privacy Positive feedback on syncplicity Migrant and Teacher Student Data Link Group would like other options than creating two TSDL snapshots a year Special Education and Student Pupil Attendance Codes Concerns with ENRICH and having to manually key in Pupil attendance codes
Data Pipeline Users Group Next steps Group wanted more information on gifted and talented changes Interest in student interchange allowing facility students to be loaded Request to have edit screen modified to include errors and warnings as separate values on the drop downs. Help identify true errors when there are multiple warnings Suggestion was made to create a separate error report for just the EL edits. This would help in communicating with district’s internal groups. Group would like to see the IEP interchange open earlier next year
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 17
Student October 18
Student October 2015-2016 November December Address final issues, review and approve data reports by November 10 Collection Closes: Tuesday, November 10 Get stragglers to finish submissions: Thursday, November 12 Duplicate funding documentation due: Tuesday, November 17 (three days following collection closing) Audit reviews and makes a decision: Friday, November 20 (the week before Thanksgiving week) Resubmissions due: Tuesday, November 24 (prefer the 20) November Submit signature verification form: Friday December 4th December 19
Making Changes If you had duplicates and were contacted by FAST, please wait to hear from them before making changes Getting Student October Data Unlocked Call or Email me Make sure that your demographic file and school association file, have already been changed I will unlock your data Create new snapshot Submit to CDE again Changes will may not be reflected in the Audit Exception Report or Summary of Pupils Reported by Another District 20
Signature Verification Send in your signature verification page Signed by the secretary of your Board If something looks off about your verification page, please contact me right away Send in signed form to me (Morgan Holmgren) Email – scanned copy Fax - 303-866-6888 21
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 information Morgan Holmgren Email: Holmgren_M@cde.state.co.us Phone: 303-866-6961 22
Student End of Year 23
Quick Info Post Cross LEA Validation Closes in TWO WEEKS on December 3rd Districts must correct any errors in their data during this phase Step by Step instructions: http://www.cde.state.co.us/datapipeline/postcrossleavalidationsteps Please contact Duncan Anderson for additional information or to submit adequate documentation of student transfers. Call: 303-866-6970 Email: Anderson_D@cde.state.co.us 24
Updating Your Snapshot Snapshots are not unlocked, please update you snapshot 25
Adequate Documentation Students receiving 903 errors must have documentation for exit type changes beside 00 or 40 Without documentation of transfer, these students exit types must be changed to 40 if they left school More information on adequate documentation: http://www.cde.state.co.us/datapipeline/seyadequatedocs 26
Questions? This is the last town hall before the December 3rd deadline Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 27
Special Education December Count 28
Focus for the week Now that the Staff and Student files are successfully uploaded, work on ensuring you are reporting all the staff and students that will be in your administrative unit on December 1. You may not yet know all of them but should have a pretty good idea. Be sure to check the pipeline report records not making it to snapshot. Be sure information on staff you are reporting is valid and that the staff have the appropriate credentials for the position reported. Refrain from reviewing snapshot errors until all records that should be reported have been and are error free at the interchange and meet the Special Education December Count criteria. This is especially true for the caseload match. Time is wasted on these errors due to not all the staff and student records making it to the snapshot. If you see a large number of snapshot errors it may be an indication that not all your staff or students are error free and meet the criteria. 29
Snapshot Business Rules I Before S Below are caseload match business rules that are only valid when ALL your staff and student records make it to the snapshot and there are matches. Until such time please ignore the snapshot rules and concentrate on being error free at the interchange and meeting the snapshot criteria. DC019 DC020 DC191-205 DC221 Above is applicable really to the majority of the snapshot errors. 30
Error Reports A couple of folks have reported that they are having an issue accessing the IEP detail errors reports in Cognos. Development identified the issues. Please let us know if it has not resolved for you. Error Reports for your convenience are also available under Pipeline Reports. 31
Contact information 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 (This information helps us so much upfront – thank you!) Communication to the field will be provided on an as needed basis to keep folks up to date on bugs and other matters! 32
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 33
Human Resources Snapshot 34
Schedule Overview As of today: Staff Profile and Staff Assignment files should be uploaded by all LEAs 35
Business Rule Issues Resolved HR073 through HR079: Principal Quality Standard 1-7 must be greater than ’00’ for all principals when the Overall Performance Rating = 01, 02, 03, 04 Licensure data is pulling in now correctly, EHR058, WHR094, and EHR106 are working HR101: Title I status is accurate HR098 – now reviewing the ‘Passed Secondary Core Content Test’ field correctly. 36
Resources Staff Interchange: Human Resources: Contact: http://www.cde.state.co.us/datapipeline Human Resources: http://www.cde.state.co.us/datapipeline/snap_hr Training was posted and now available in case you missed it! Contact: Annette Severson: severson_a@cde.state.co.us 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
Statewide Standard Course Codes 39
Statewide Standard Course Codes Please make sure you are replicating/uploading course codes for the 2015-2016 school year Course code mappings are required for Teacher Student Data Link collection All courses must be mapped and loaded by February 2016. More information http://www.cde.state.co.us/datapipeline/standardcodesprojectdetails 40
Replicate Course Codes Log into the system: https://cdeapps.cde.state.co.us/index.html 41
Replicate Course Codes Use single sign on and password 42
Replicate Course Codes Common login issues Incorrect email or password Do not have access to the SSCC system LAM must assign the appropriate SSCC role 43
Replicate Course Codes Statewide Standard Course Code Dashboard Notice district and school year 2015-2016 – zero courses uploaded 44
Replicate Course Codes Click Upload Courses in top menu options Make sure school year 2015-2016 is selected 45
Replicate Course Codes Click Upload Courses in top menu options Make sure school year 2015-2016 is selected 46
Replicate Course Codes Upload Courses screen Notice second option is Replicate Previous Year Courses (make sure 2015 to 2016) 47
Replicate Course Codes Click on the Replicate Previous Year Courses Make sure want to take 2015 courses and replicate them to 2016 school year 48
Replicate Course Codes Check number of courses to publish (168 in this example) Click the Publish button 49
Replicate Course Codes Confirm the Published Courses Click the Finish button 50
Replicate Course Codes Review the Dashboard Uploaded courses should show the number of published courses 51
More information Statewide Standard Course Codes Website http://www.cde.state.co.us/datapipeline/standardcodesprojectdetails Replication steps documentation http://www.cde.state.co.us/datapipeline/201415howtoreplicatecoursecodes Questions? Kevin Smith Smith_k@cde.state.co.us 303-866-6723 52
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 53
SBD/Pre-coded Id 54
Pre-ID/SBD Information ACCESS for ELLs ACCESS for ELLs pre-ID pull Thursday, Nov. 12, 2015 - Complete Please upload your student demographic and student school association data using tag of None (untagged) SBD for ACCESS for ELLs will be in March, 2016 SBD process will be similar to what was used in spring, 2015 Please update student information in vendor system
Pre-ID/SBD Information CMAS CMAS Overview CMAS includes both Colorado-developed Science and Social Studies tests and PARCC-developed English Language Arts and Math tests. Student test window is 4/11/16 – 4/29/16. Districts administering online tests may open the ELA/Math test window early if technology capacity is limited. Check with your DAC regarding the test window for your district. CMAS pre-ID pull will be REQUIRED - December 18th, 2015 Make sure to load data as tag None (untagged) CMAS SBD is expected to be in late June or early July, 2016 Some changes will occur due to the reduction of ELA/Math from two windows to one, having the same test window for all content areas, and moving all contents onto PearsonAccessnext 56
Pre-ID/SBD Information Dynamic Learning Maps (DLM) Dynamic Learning Maps (DLM) Overview Alternate assessment in English Language Arts and Math for students with significant cognitive disabilities This is a very small set of students in grades 3-11 (approximately 5,500 statewide) Student test window is the same as PARCC ELA/Math DLM Test preparation No Pre-ID pull. KITE is open Please update student information in the KITE system. DLM SBD will be in May, 2016 We anticipate that the SBD process will be similar to what was used in spring, 2015, however, we are reviewing that process to see what improvements can be made. Please note DLM will replace the previous 11th grade alternate assessment for 2015-16 (there will not be a separate collection for the 11th grade alternate)
Pre-ID/SBD Information 11th Grade College Entrance Exam and New 10th Grade Exam CO will not be giving PARCC ELA/Math in 10th grade this year. HB 15-1323 requires a new exam for students in 10th grade. This exam must be aligned to both Colorado Academic Standards and the 11th grade college entrance exam. 11th Grade College Entrance Exam Colorado ACT has been used since 2001. Contract expired this summer. New legislation (HB 15-1323) requires a procurement process every five years for both the 10th grade exam and the 11th grade college entrance exam. CDE will know more about test dates and the data processes once the RFP process has been completed and a new contract awarded.
SBD Information Changes for 2015-16 We are working on ways to improve SBD, however the general process will not change significantly this year. We are working with multiple assessments delivered by multiple vendors. We are looking to standardize as much as possible, but there will still be small differences between collections. In the cases where CO is participating in a multi-state consortium to develop and administer a test (such as PARCC, DLM, and ACCESS for ELLs), our flexibility is limited due to the need to find solutions that will work for all participating states.
SBD Information Changes for 2015-16 Small improvements will be made PARCC ELA/Math will be administered in one test window rather than two. This will eliminate the need to validate the merging of components through the summative file review process. Both ELA/Math and Sci/SS will have the same test window and will use the same version of PearsonAccessnext. We are hoping that this will allow us to do a single SBD for all of CMAS. There are some scheduling contingencies that may prevent this from occurring, but this is our hope. Scheduling considerations SBD windows are still expected to be 7 to 10 days CDE opens the SBD window as soon as possible after the completion of the test. Cannot open SBD until we receive the score file from the vendor Scoring and validating tests takes time – paper/pencil tests, human scoring of constructed response, etc. CDE does not receive any data until we can receive all data As a result of these factors, SBDs for March/April tests are typically not ready to open until June. Goal is to have all SBDs done before 4th of July 60
Contact Information Suggestions or Questions? Different members of the assessment data team are responsible for each SBD collection. If you have questions about a collection for a specific assessment, please contact the Assessment Unit staff member responsible for that collection. For general questions about SBDs, please contact Sarah Underwood underwood_s@cde.state.co.us or Jasmine Carey carey_j@cde.state.co.us You can also call the general phone number for the Assessment Unit at 303-866-6929 and Margo will direct you to the person who can best answer your question.
SBD Pilot districts Changes for 2015-16 Any districts interested in piloting ACCESS extract to update vendor system? CDE would like to work with a handful of districts to see if we can help extract information from the student interchange and use it to update the ACCESS vendor system. Assuming this is helpful, will try similar approach with other vendors Limited development resources at this time Please contact me if you are interested Kevin Smith Smith_k@cde.state.co.us 303-866-6723 62
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 63
11/16/2018 Weekly Maintenance 64
Tuesday weekly maintenance Just a reminder CDE does weekly maintenance on Tuesdays between 5:00 PM and 10:00 PM. Typically 15 to 30 minute outages Need weekly maintenance – Correct defects Implement requested changes Please minimize use during this time. 65
11/16/2018 Feedback 66
User sort fields on files Based on feedback and multiple concerns – CDE will not add these fields at this time. Appreciate all the feedback and the decision was made based on the amount of manual effort required to maintain the field does not match the value provided. Multiple districts felt they would not use this field. CDE will continue to review priorities and can revisit this option in the future. 67
How can CDE help? Concerns and feedback How can CDE help? Do you have a system change you would like? Defect CDE needs to correct? System wide change? Please contact me: Kevin Smith Smith_k@cde.state.co.us 303-866-6723
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 69
Next Town Hall: Thursday, December 3, 2015 9 a.m.-10 a.m. 70