Data Pipeline Town Hall February 15th, 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 Database Patch Open Collections in Data Pipeline Special Education December Count Human Resources Collection Student End of Year

Planned System Outage for Database Maintenance February 27, 2018

Planned System Outage – Database Maintenance Who is Affected: Pipeline Users Purpose of Activity: Database patching and updating of underlying systems Maintenance Time Frame:  2/27/2018 at 5PM – 2/28/2018 at 7AM   Database patches are routinely applied to fix software bugs and stay up to date with the latest in security.  Applying these patches regularly keeps our applications running smoothly and keeps CDE data safe. The Production Database Patching will occur Tuesday 2/27/2018 after business hours from 5PM to Wednesday morning 2/28/2018 at 7AM.  During the patching windows, all single sign on applications, such as Pipeline, RANDA, LACES, and Growth Model will be unavailable. 9

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 Staff Teacher Student Data Link 11

Open Data Pipeline Collections 11/17/2018 Open Data Pipeline Collections Snapshots Special Education December Count (Near Completion) Human Resources (Near Completion) Teacher Student Data Link Snapshot Coming Soon AEC 12

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

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. December 1st Official Count Date December 14th Snapshot Created December 21st Interchange files error free (IEP/STAFF) ALL Data that is to be reported is reported and meets the Special Education December Count Criteria January 18th Complete Snapshot Jan 19th – 25th February 1 Review Staff and Student Reports DEADLINE EXTENDED January 25th February 1 Validity Certification Reports due Jan 26th – Feb 8th February 2 – 15 Student Duplication Process February 15th 22 Snapshot must be finalized Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620

Special Education December Count: Status Wrapping up duplicates today – down to 2!!  Thank you!! SAM calculations had a few changes move to production yesterday evening Everyone please create a new snapshot as of this morning or later before running/reviewing your reports Please wait until next week for final submissions. Communication from Kristi will be sent once it is okay

IMPORTANT: Check Records Not in Snapshot Report Be sure to check your “Records Not in Snapshot” report Need to verify your number of records is as expected Records missing from your snapshot will affect your SAM caseload calculations Reasons missing include incorrect lasid or sasid on one file or record missing completely from one file

Final Steps Check your “Records Not in Snapshot” report Add any missing records (keep in mind this could cause a duplicate which Orla will notify you of) Create a new snapshot as of 02/15 (today or later) Be sure all errors are cleared – Interchange and Snapshot Download, review, and obtain signature from your Director Submit reports to the Data Management System Contact Alyssa Ohleyer with questions Submit your final data submission by clicking “Submit to CDE” button (next week- Kristi will let you know)

Report Resources 2017-2018 Special Education December Count Report Webinar https://www.cde.state.co.us/datapipeline/specialeducationdecembercou ntreporttraining 2017-2018 Special Education December Count Report Checklist (You’re going to LOVE It! ) https://www.cde.state.co.us/datapipeline/decembercountreportchecklist Color Coordinated - matches up with the PowerPoint Provides what report(s) are due and when. Symbols and their meanings are incorporated into the document

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) Alyssa Ohleyer (303) 866- 6308 Ohleyer_A@cde.state.co.us (Reports submission) 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.

Human Resources

Human Resources Timeline – ONE MORE WEEK! 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- Feb 1st Review Special Education Report February 15th All errors resolved (interchange and snapshot) Feb 15th – 22nd Review reports for accuracy February 22nd Snapshot must be finalized

Human Resources Snapshot Collection Status HERE IS HOW TO CHECK…

Status Dashboard If the collection is complete/finalized – there will be ‘S’ under the Overall Status column If the collection is not yet complete’finalized – there will be a ‘P’ under the Overall Status column

Finalizing Data Once all Errors are resolved in Snapshot AND Cognos are reviewed and validated as accurate THEN HRD~LEAAPPROVER for district will need to ‘Submit to CDE’ HR Snapshot Status Dashboard (2017-2018): Submit to CDE

Contact Information Annette Severson: Email: severson_a@cde.state.co.us Phone: 303-866-6824 Fax: 303-866-6888 THANK YOU FOR YOUR WORK ON THIS COLLECTION!

Student EOY

Soft Open Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us It’s mid-February, so that means we’re about to start the End of Year Soft open! Later today, the End of Year Snapshot will be opened and districts can begin creating initial snapshots. The soft open means that there may still be unresolved errors and updates to business rules before the hard open in May Updated documentation is coming closer to the release. Make sure your IDM roles are updated so you don’t miss important emails!

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!

Thursday, February 22, 2018 9 a.m.-10 a.m. Thank You Colorado is the highest-represented state on the 2018 U.S. Olympic team - Of the record 242 participants, 31 are from Colorado Next Town Hall: Thursday, February 22, 2018 9 a.m.-10 a.m.