Data Pipeline Town Hall October 20th, 2016 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 11/17/2018 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 CRDC Student October Student End of Year ACCESS for ELLs Pre-ID Extract Staff Interchange Human Resources Directory Special Education IEP Special Education December Count

Introductions 7

Open Collections in Data Pipeline 8

Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic December Finance Interchanges Staff Student Special Education December Count IEP and Staff Interchange 9

Open Data Pipeline Collections 11/17/2018 Open Data Pipeline Collections Snapshots Student End of Year Student October Coming Soon ACCESS Pre-ID (Extract Nov 10th) Human Resources (Snapshot Nov 3rd) Directory - Update Board Membership (November) 10

Civil Rights Data Collection (CRDC) 11

2015-16 CRDC LEAs asked to verify contacts and school lists AWS (Advance Website) is now closed Updates are due by September 30th (Oops, missed it!) 181 districts have gotten into AWS 181 districts have completed verification https://crdc.grads360.org/#program Partner Support: (855) 255-6901 or crdc@aemcorp.com 12 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us

2015-16 CRDC 13

Student October 14

2016-2017 Student October Thursday 15th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST September Wednesday 5th: Count Day Thursday 6th: Deadline for first student interchange upload Thursday 13th: Suggested date for error free interchange files Thursday 20th: Deadline for creating first snapshot Thursday 27th: Suggested date for error free snapshot October Monday 7th 5pm: Suggested snapshot submission date Thursday 10th 5pm: Legislated snapshot submission deadline Tuesday November 29th: Last day to resubmit snapshot November 15 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us

2016-2017 Student October Steps in the October Process: Upload Student Interchange Files Resolve Errors Either by changing coding or requesting exceptions Request Exceptions via Syncplicity using the exception template Create Snapshot By changing coding in Student Interchange Files Or requesting exceptions Validate data using Cognos reports Don’t Forget: Home School Data (Under Student Profile in Pipeline) 16 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us

2016-2017 Student October 17 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us

2016-2017 Student October Student Transfers within the window: If a student enrolled in your district during the count window, but after the count day. Can you count them? Maybe. Yes when: Student was not enrolled in another Colorado School District on the Count Day or on that district’s approved alternate count day Student was enrolled in a Colorado or other state’s schools during this school year prior to enrolling in your district https://www.cde.state.co.us/cdefinance/studentoctoberauditresourceguidetransferstudents To get counted you must submit Transfer Enrollment Exception Request to me. 18 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us

2016-2017 Student October District Summary and School Summary of Pupil Counts Reports are live, but we have had trouble with them If you see something that looks incorrect please get in touch with me and I will take a look Total Columns will be implemented by the end of the week. 19 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us

2016-2017 Student October Cognos Reports to Review Most reports are useful in their own way here are a few to focus on when creating snapshots, reviewing OC errors, and prepping for the duplicate process Students Excluded from Student October Snapshot Lists students excluded from snapshot because they did not meet October Requirements Snapshot Records Excluded Due to Profile Errors Lists students excluded from snapshot because of DEM or SSA errors District Summary of CPP Allotments If you have errors related to CPP/ECARE slots this report should help District Summary of Post Secondary Programs To Review your ASCENT slots Summary of Pupils Being Reported by Another District A report to allow the resolution of duplicates prior to duplicate process 20 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us

2016-2017 Student October Office Hours: Thursday October 27 – 2pm-3pm 11/17/2018 2016-2017 Student October Office Hours: Thursday October 27 – 2pm-3pm Tuesday November 1 – 9am-10am Link: https://cdeinfotech.adobeconnect.com/data_services Phone: 1-855-397-4421 21 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us

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 Morgan Holmgren: 303-866-6961 Holmgren_m@cde.state.co.us 22

Student End of Year 23

11/17/2018 2015-16 End of Year Schedule Today is the deadline for the Cross LEA phase Your district will need to resubmit an error free snapshot by the end of business day if it has been unlocked. Your Cross LEA Validation Error count will not be 0. Only your Validation Error count needs to be 0 to resubmit Only exit types can be changed during the final phase of the collection. Sign off forms are due December 7th Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 24 Student End of Year — Duncan Anderson — 303.866.6970. anderson_d@cde.state.co.us

2015-16 End of Year Submission 11/17/2018 2015-16 End of Year Submission Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 25 Student End of Year — Duncan Anderson — 303.866.6970. anderson_d@cde.state.co.us

Post Cross LEA Trainings 11/17/2018 Post Cross LEA Trainings Upcoming Post Cross LEA Trainings Agenda Items include Process for Phase B Adequate Documentation Reviewing Reports to Validate Graduation and Dropout Rates AYG Reconciliation Please attend one of the following Connect to https://cdeinfotech.adobeconnect.com/cde-data-pipeline/ October 25 11 am - 12 pm October 26 2 pm - 3 pm October 28th 9 am -10 am Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 26 Student End of Year — Duncan Anderson — 303.866.6970. anderson_d@cde.state.co.us

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 27

ACCESS for ELLs Pre-ID Extract 28

Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281 2016-2017 SBD Pre-ID Extract Purpose Student registration for assessment E.g., test accommodation requests E.g., printing labels for paper tests Data clean up is optional CDE pulls this data to provide to the vendor in preparation for upcoming assessment(s) 29 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 Pre-ID Extract CDE will pull data from Data Pipeline ACCESS for ELLs general/alternate – 11/10 All other assessments – 12/16 SBD manual: http://www.cde.state.co.us/assessment/2016sbdmanual Questions? Melissa Mincic mincic_m@cde.state.co.us 303.866.6281 Jasmine Carey carey_j@cde.state.co.us 303.866.6634 30 Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 31

Staff Interchange 32

Trainings One more webinar training available to attend: Tuesday, October 25th from 1 – 2 pm Two Q&A sessions scheduled in December Thursday, December 1st from 2:30 to 4, Q and A session Tuesday, December 13th from 1 to 2:30 pm 33 Annette Severson 303-866-6824 severson_a@cde.state.co.us

Resources http://www.cde.state.co.us/datapipeline/inter_staff Additional Resources: Interchange Process and Steps Staff FAQ document Trainings: Staff Interchange Pipeline Steps Staff Interchange Updates Business Rules: All business rules for each file Business rules guide for each file 34 Annette Severson 303-866-6824 severson_a@cde.state.co.us

Human Resources Snapshot 35

Timeline November 3rd: Snapshot Opens 17th: Interchange Files uploaded at least once December 1st: Official Count Date 8th: Snapshot created at least once 15th: Interchange files error free January 19th: Snapshot created at least once again in 2017 19th- 26th: Review Special Ed data reports and Assist with special education duplication process as needed February 2nd: Snapshot error free 2nd – 16th: Review reports 16th: Snapshot must be finalized on or before this date Annette Severson 303-866-6824 severson_a@cde.state.co.us

Trainings There will be 3 identical webinar trainings for HR: Wednesday, October 26th from 1 to 2 pm Wednesday, November 9th from 1 to 2 pm Tuesday, November 15th from 10:30 to 11:30 am There will also be 2 Q&A webinar sessions available: Wednesday, January 18th from 1 to 2 pm, Q and A session Tuesday, February 7th from 10 to 11 am, Q and A session 37 Annette Severson 303-866-6824 severson_a@cde.state.co.us

Resources http://www.cde.state.co.us/datapipeline/snap_hr File layout Business rules Checklist of Steps Contact: Annette Severson (303) 866-6824 Severson_a@cde.state.co.us 38 Annette Severson 303-866-6824 severson_a@cde.state.co.us

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 39

Directory 40

Non-Public Directory If you get Non-Public Forms please forward them to: Dennis St. Hilaire st.hilaire_d@cde.state.co.us Fax: 303-866-6888 Blank Non-Public Forms can be found at: http://www.cde.state.co.us/datapipeline/yr_directory If a non-public school closes within the boundaries of your district please let me know. 41

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 42

Special Education IEP Interchange 43

Trainings Thank you to those of you who attended one of the four Special Education IEP Trainings. If you missed the training and are responsible for the Special Education IEP Child and Participation Interchange please be sure to review the training document posted on-line here under Trainings  http://www.cde.state.co.us/datapipeline/inter_sped-iep . 44 Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us

Uploading Special Education IEP Interchange Child and Participation Files Child – 16 Administrative Units have successfully uploaded a file Participation – 17 Administrative Units have successfully uploaded a file Now is a great time to upload the files and work through any errors. Let us know if you have any questions or require any assistance. 45 Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us

Resources http://www.cde.state.co.us/datapipeline/inter_sped-iep You’ll want to print out copies of the following documents for your reference Timeline File Layouts and Definitions Pupil’s Attendance Information Guidance 46 Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us

December Count Data Collection Special Education December Count Data Collection 47

What’s New for 2016-17 48

S.A.M. You saw that right! SAM is coming to Town!. Okay it’s not really Yosemite Sam but the Staff Approval Matrix is which is the next best thing! To find out more please join us one of the following dates for information on the process. All Administrative Units and Special Education Director’s should plan to attend 1 of the trainings. Tuesday, November 1, 2016 1:00 pm – 2:30 pm OR Tuesday, November 8, 2016 10:00 am – 11:30 am To join: https://cdeinfotech.adobeconnect.com/data_services/ Call in number: 1-855-397-4421 49 Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us

Staff Profile: Updates Removed Fields: Staff’s Middle Name Ending (end) Date at School District Educator Preparation Program Updated Definition: Teacher Probationary Status - The probationary status of the teacher as defined in district/BOCES policy. The local policy should be compliant with Senate Bill 10-191. (Note: Required for All Teachers; job class codes between 201 and 206). (Note: Required for All Teachers; job class codes between 201 and 206). Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us

Staff Profile: Evaluation Ratings Teacher/SSP Overall Performance Evaluation Rating AND Quality Standards 1 -6 required for: Specialized Service Professionals (job class codes: 211, 231, 233, 234, 235, 236, 237, 238, and 242) Librarians (job class code 216) Teachers (job class codes 201 through 206) New job class codes 222- Reading Interventionist and 223- Math Interventionist Principal Overall Performance Evaluation Rating AND Quality Standards 1-7 are required for: Principals and Assistant Principals (job class codes 105 and 106) 51 Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us

Staff Assignment: Updates Field Names Updated: Passed Colorado State Board of Education Approved Elementary Or Early Childhood Core Content Test Passed Colorado State Board of Education Approved Secondary Core Content Test In Teaching Area Removed fields: Passed HOUSSE Provision Highly Qualified for Assignment Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us

Staff Assignment: Code Updates New job class codes: 222 = Reading Interventionist 223 = Math Interventionist Updated job class code 241: Removed codes: Job class code 413 (Speech-Language Paraprofessional) Employment Status code 24 (Other) Speech-Language Pathology Assistant The speech-language pathology assistant (SLPA) serves as a member of an educational team, and holds an authorization by CDE to perform tasks prescribed, directed, and supervised by a certified speech-language pathologist (SLP), in implementing services for children/students with speech, language, cognitive, voice, oral-muscular, augmentative/alternative communication disorders, and hearing impairments in accordance with 1CCR 301-37, 4.11. 53 Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us

Highly Qualified Status No longer required as it was under No Child Left Behind Continuing to collect data elements that might be needed for Every Student Succeeds Acts (ESSA) requirements ESSA requirements are currently being determined and will be implemented for 2017-18 reporting More information will be provided when available 54 Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us

2016-17 IEP Changes CHILD FIELDS REMOVED Student’s Address 11/17/2018 2016-17 IEP Changes CHILD FIELDS REMOVED Student’s Address Student’s Address City Student’s Address State Student’s Address Zip Student’s Primary Telephone Student’s Secondary Telephone Student’s Email Address http://www.cde.state.co.us/datapipeline/2016-2017specialeducationiepinterchangesummaryofchanges 55 Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us

2016-17 IEP Changes PARTICIPATION Remove Primary Disability Code 07: 11/17/2018 2016-17 IEP Changes PARTICIPATION Remove Primary Disability Code 07: Code 07 – Physical Disability not valid in 2016 Add Exit Code 05 and adjust Exit Code 14 to align with Student End-of-Year: Code 05: Transfer to a school located in a different country – A student who transfers to a public school located in another country. Code 14 will change to: Transfer to a School Located in a Different State 56 Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us

Special Education December Count Timeline November 3rd: Snapshot Opens 17th: Interchange Files uploaded at least once December 1st: Official Count Date 8th: Snapshot created at least once 15th: Interchange files error free January 19th: Interchange and Snapshot Errors must be resolved 20th - 26th: Review Staff and Student Reports 26th: Complete December Count Snapshot, Interchange and Snapshot Errors must be resolved, Staff and Student Data Validity Certifications signed and uploaded to DMS February 1st-9th: Research and resolve duplicates and data validity issues 9th: All duplicates resolved, new snapshot created and all Interchange and Snapshot errors resolved 9th-16th: Final Report review 16th: Special Education Closed, Data Submitted to CDE, ALL Final Reports are signed and submitted to DMS Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us

Have questions? Need some assistance? 11/17/2018 Have questions? Need some assistance? We are available via phone or email. 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 NEVER send files or reports via email – contact to determine best technical assistance avenue. 58 Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 59

Thursday, October 27th, 2016 9 a.m.-10 a.m. Thank you for joining us today! Next Town Hall: Thursday, October 27th, 2016 9 a.m.-10 a.m. 60