Data Pipeline Town Hall September 22nd, 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 11/20/2018 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 Special Education IEP Special Education End of Year Staff Interchange TSDL RITS Directory Pre-ID Extract for SBD
Introductions 7
Open Collections in Data Pipeline 8
Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic December Finance Interchanges Staff Student Teacher Student Data Link 9
Open Data Pipeline Collections 11/20/2018 Open Data Pipeline Collections Snapshots Student End of Year Teacher Student Data Link Special Education End of Year Student October Special Education December Count IEP and Staff Interchange Coming Soon ACCESS Pre-ID 10
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 11
Civil Rights Data Collection (CRDC) 12
2015-16 CRDC LEAs asked to verify contacts and school lists AWS (Advance Website) is open Updates are due by September 30th 76 districts have gotten into AWS 71 districts have completed verification https://crdc.grads360.org/#program Partner Support: (855) 255-6901 or crdc@aemcorp.com 13 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
2015-16 CRDC 14
Student October 15
2016-2017 Student October Uploading Student Demographics and Student School Association: Running into errors: Confirm student is coded correctly If they are email me or request exception Use syncplicity to request exceptions CDE already has folder created for every district, use that folder if possible If you don’t have access email or call to get access 16 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student October Coding PK Students in a Non-Public School: If you have a PK student that you would code with a Pupil Attendance Information code of ‘03’ in Special Education December Count. In the past these students would have been coded with a PAI code of 27 in October You may now use the ‘03’, so coding doesn’t have to change from one collection to the other. School code must be for a non-public or headstart school 17 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student October Snapshot: Student October Business Rules are not finalized There are a few rules that are still be worked on It is possible you may have errors right now that will appear in the next week or two Student October Reports are not finalized Some of the reports in Student October are not finalized Notably: Summary of Pupil Counts (matches signature page) Undergoing complete revamp and is not complete 18 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
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 19 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student October Office Hours: 11/20/2018 2016-2017 Student October Office Hours: Wednesday September 28th, 10am-11am Tuesday October 4th, 9am-10am Thursday October 13th, 11am-12pm Link: https://cdeinfotech.adobeconnect.com/data_services Phone: 1-855-397-4421 20 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 21
Student End of Year 22
11/20/2018 2015-16 End of Year Schedule THANK YOU to all districts that met the deadline The Cross LEA phase will begin next week An email will be sent out when you can begin requesting your data to be unlocked. Districts can still make changes to interchange files and load adjustments now in advance of the open. Please use SE700 level warnings to see which students will need adjustments Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 23 Student End of Year — Duncan Anderson — 303.866.6970. anderson_d@cde.state.co.us
11/20/2018 2015-16 End of Year Schedule SE704 warnings indicate to a district that a prior year non-graduate has been recovered as a HSED completer. These students will only be counted with an appropriate adjustment These students will trigger errors unless an adjustment is made or an exception is requestested SE702 warnings indicate that a graduate is being claimed by multiple districts Please use the EOY Contact List cognos report to contact the other districts data respondent The other claiming district number is in the last column of the error report 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
Cross LEA and Post Cross LEA Trainings Thank you to all those that attended! The recording of the presentation is available here: https://cdeinfotech.adobeconnect.com/p1zbr2wfwnz/ More documentation and step by step instructions are available here http://www.cde.state.co.us/datapipeline/snap_eoy 25 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. 26
Special Education IEP 27
Special Education IEP 2016 Deadline Dates Thursday, September 1st: Interchange is OPEN! September Thursday, November 3rd: SNAPSHOT is available! Thursday November 17th: Date by which you must have submitted interchange files (IEP Child/Participation, Staff Profile/Assignment) November Thursday, December 1st: Official Annual Count Date! Thursday, December 8th: Special Education December Count Snapshot needs to be created. Thursday, December 15th: Date by which IEP Child/Participation and Staff Profile/Assignment Interchange Errors must be resolved. December 28 Special Education IEP — Kristi Gleason — gleason_k@cde.state.co.us
Special Education IEP 2016 Deadline Dates Thursday, December 1st: Official Annual Count Date! Thursday, December 8th: Special Education December Count Snapshot needs to be created. Thursday, December 15th: Date by which IEP Child/Participation and Staff Profile/Assignment Interchange Errors must be resolved. December 29 Special Education IEP — Kristi Gleason — gleason_k@cde.state.co.us
Special Education IEP TRAINING Are you new to Data Pipeline? Please join us for a little Data Pipeline 101 Training. Per request, will add information about resolving Interchange and Snapshot errors. You know, you think you have all the interchange errors cleared you work on Snapshot ones and then there a slew of interchange ones. IDM groups To join: https://cdeinfotech.adobeconnect.com/data_services/ Call in number: 1-855-397-4421 DATA PIPELINE 101 TRAINING September 26, 2016 9:00-10:30 AM September 27, 2016 1:00-2:30 PM 30 Special Education IEP — Kristi Gleason — gleason_k@cde.state.co.us
Special Education IEP TRAINING Special Education IEP Interchange Training October 10, 2016 9:00-10:30 AM 1:00-2:30 PM October 17, 2016 October 18, 2016 3:00-4:00 PM To join: https://cdeinfotech.adobeconnect.com/data_services/ Call in number: 1-855-397-4421 31 Special Education IEP — Kristi Gleason — gleason_k@cde.state.co.us
Special Education IEP Technical Assistance Kristi Gleason SPED December Count collection coordinator 303-866-4620 – gleason_k@cde.state.co.us SPED December Count Data Team Members: Lindsey Heitman 303-866-5759 – heitman_l@cde.state.co.us Orla Bolger 303-866-6896 – bolger_o@cde.state.co.us Helpful Email Guidance: Email Kristi, Lindsey, and Orla Include your 4 digit district code if applicable and your 5 Digit Admin Number Subject of the inquiry e.g. Pupil’s of Attendance Questions on Private School kid Include your phone number and extension in the body of the email 32 Special Education IEP — Kristi Gleason — 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. 33
Special Education End of Year 34
Special Education EOY -Duplicates Tuesday Sept. 20-Wed Sept. 28, 2016 AUs research and make file changes to resolve duplicates. During this time, CDE asks that AUs work together in a timely fashion to facilitate resolution of duplicates. Wednesday Sept. 28, 2016 Date by which AUs must have resolved all duplicate and data validity issues and created a complete Special Education EOY Snapshot that reflects those data changes. Started out with about 275 duplicates Status: about 150 as of this morning Please contact us if you have questions on how to resolve them! Those that delete a record may see an SY108 error trigger. This is correct if the student did NOT receive services from your AU at all in 15-16 school year. If so, please submit an exception request like usual Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us 35
Special Education EOY -Final Report Review Wednesday Sept. 28 -Wednesday October 5, 2016 FINAL REPORT REVIEW. This is a final opportunity to review your reports in detail and make any corrections you deem necessary to make sure you are reporting valid and reliable data. Check to be sure you have reported all children who received Part C Evaluations. Check to be sure you have reported all students detained at a Detention Center within your AU boundaries. Check to be sure you have reported all students in the correct Path (1, 2 or 3). Wednesday October 5, 2016 All changes to files identified during report review are required by this date and a complete Special Education EOY Snapshot created. Complete means that all required data fields are populated for all students reported. All students who must be reported have been reported. All Interchange and Snapshot errors are resolved. If you find necessary changes while reviewing, please make them as soon as possible Please do not “Submit to CDE” your final snapshot until you have reviewed reports again after duplicate and/or other changes were made Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us
Final Approval Thursday October 6, 2016 Final Data File Approval and Report Submission. Date by which your complete and final Special Education EOY Snapshot approval is due through electronic submission to the Data Pipeline. Approve final Special Education EOY Snapshot by clicking “submit to CDE” Date by which ALL Final signed reports must be received by CDE (DMS) ALL of the following signed reports are due today! Reports are to be submitted to the Data Management System and must contain all pages of the reports listed below, not just the signature pages: 1: Data Validity Certification Report 2: Number of Children Referred for Part C Evaluations 3: Indicator 11 Number of Students with Initial Part B Evaluation 4: Indicator 12 Number of Children Referred from Part C to Part B 5: Number of Students Exited by Disability and Discrete Age 6: Number of Students Reported by Age Group, Type of Service and Disability 7: Number of Students Reported by Age Group and Type of Referral 8: Year to Year Comparison Report of Number of Students Exited (include explanation of flags) 9: Year to Year Comparison Report of Students Reported by Type of Referral (include explanation of flags) 10: Listing of Students Reported in Error on the Previous December Count 37 Special Education EOY – Lindsey Heitman – Heitman_l@cde.state.co.us
Missing Snapshot Records Check Cognos Special Education EOY: Snapshot Records Report to verify it contains the number of records you’re expecting If records are missing and you have no errors, it is a criteria issue: You have not met the criteria that the system needs in order to pull records to snapshot Missing Records from Snapshot per the criteria? Records with a PAI code of 23, 24, 31, or 32 are excluded from the Snapshot Child File and Participation Files should have the same number of records - with matching SASID/LASID combinations on each record per file Record could be missing from either Child File or Participation File Are all LASIDS/SASIDS matching between the two files? We have a query that can find these – so let me know if you need help Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us
Special Education EOY: Questions? Special Education EOY contact information Lindsey Heitman – heitman_l@cde.state.co.us 303-866-5759 (Primary contact) Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620 Orla Bolger – bolger_o@cde.state.co.us 303-866-6896 *Please remember to include your AU #, Error code #, and phone number 39
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 40
Staff Interchange 2016-2017 41
Timeline Interchange is open Human Resources and Special Education December Count have separate timelines posted: http://www.cde.state.co.us/datapipeline/inter_staff (both are under Additional Resources) http://www.cde.state.co.us/datapipeline/snap_hr http://www.cde.state.co.us/datapipeline/snap_sped-december 42 Staff Interchange-Annette Severson severson_a@cde.state.co.us or 303-359-5674
Current Status The two business rules are now fixed: ST001 –District and/or Administrative Unit code is invalid. ST303 - District Code must be a valid member district. No other defects known 43
Trainings General Trainings: Tuesday, September 27th from 10 to 11 am Tuesday, October 25th from 1 – 2 pm Q and A sessions: Please send any questions prior if possible- that way we can be fully prepared to help Thursday, December 1st from 2:30 to 4 Tuesday, December 13th from 1 to 2:30 pm Recorded webinar and power point has been posted for review Optional survey will be sent the week of each training session 44 Staff Interchange-Annette Severson severson_a@cde.state.co.us or 303-359-5674
Resources http://www.cde.state.co.us/datapipeline/inter_staff Training Information File layouts and definitions Business rules Templates Additional Resources: Summary of Updates Timeline (HR and Special Ed Dec Count) Personnel Form Contacts: Annette Severson Kristi Gleason Severson_a@cde.state.co.us Gleason_k@cde.state.co.us 303-866-6824 303-866-4620 45 Staff Interchange-Annette Severson severson_a@cde.state.co.us or 303-359-5674
Teacher Student Data Link 46
Important Dates Interchange: Snapshot: Open November 14, 2016 Remains open throughout the year Snapshot: Open Wednesday, February 22, 2017 GOAL: Finalize by June 30, 2017 (prior to data rollover) Finalize by Friday, August 25, 2017 47
Course Instructor File Updates No file layout updates Staff Role is now required, must be reported as either: 01 Educator of Record - An individual assigned primary responsibility for a student's learning in a subject/course with aligned performance measures. 02 Contributing Professional - An individual assigned responsibility to provide additional services that support and increase a student's learning in a subject/course with corresponding aligned performance measures. Jan TSDL Interchange-Joslyn Robich: robich_joslyn2@cde.state.co.us and Annette Severson severson_a@cde.state.co.us
Course Enrollment File Updates Verified – Indicates the educator reviewed and verified the students were enrolled in the course for the duration reported. This field is no longer required and will be removed in the 2017-18 course enrollment file. This field may be reported with a valid code or left blank in the 2016-17 file. Added fields: Term – required for all records Credits Granted – required for Migrant students only, for grades 9-12, core content areas only Final Grade – required for Migrant students only, for grades 9-12, core content areas only 49 TSDL Interchange-Joslyn Robich: robich_joslyn2@cde.state.co.us and Annette Severson severson_a@cde.state.co.us
Q & A 50 TSDL Interchange-Joslyn Robich: robich_joslyn2@cde.state.co.us and Annette Severson severson_a@cde.state.co.us
TSDL Resources TSDL Interchange Documentation found at: http://www.cde.state.co.us/datapipeline/inter_teacherstudent File Layouts, Templates, Training, Checklist of Steps, Authority TSDL Snapshot Documentation found at: http://www.cde.state.co.us/datapipeline/tsdl File layout, deadlines, Guide to TSDL Snapshot Reports Contacts: Joslyn Robich – robich_joslyn2@cde.state.co.us Annette Severson – severson_a@cde.state.co.us Brenda Meyer (migrant) – meyer_b@cde.state.co.us 51 TSDL Interchange-Joslyn Robich: robich_joslyn2@cde.state.co.us and Annette Severson severson_a@cde.state.co.us
RITS 52
RITS Changes Comments box is here! Going forward districts will be able to add information in the comments box in RITS Web and in the comments box in the RITS Match Tool in Pipeline. This will help expedite SASIDS. Memo went out yesterday with tips on how to use the comments box. Questions? Please contact Genevieve 53 RITS Consultant-Genevieve Hale-hale_g@cde.state.co.us-303-866-6612
RITS Changes In RITS Web comments box appears under add student but not student search/update 54
RITS Changes *Please note names are not real. They are fictional. This is a test screenshot. 55
RITS Common Issues Common issues with small districts/AUs Putting students in RITS multiple times which causes backlogs Not keeping a list of who has been submitted Not looking up see if students already have SASIDS Not giving sufficient time to get SASIDS Tying district activities to SASIDS Not contacting RITS consultant Lack of training for new hires Lack of training for school registrars/secretaries 56 RITS Consultant-Genevieve Hale-hale_g@cde.state.co.us-303-866-6612
RITS Common Issues Common issues with large districts Not using Match Tool Putting students in RITS multiple times Not giving sufficient time for SASIDS 57 RITS Consultant-Genevieve Hale-hale_g@cde.state.co.us-303-866-6612
RITS Tips & Information Colorado experiencing record enrollments Please get SASIDS requests in well before deadlines Contact RITS consultant (Genevieve) if more than 4 days….please be patient as RITS consultant works through voicemails & emails Thank you for all you do!!!! 58 RITS Consultant-Genevieve Hale-hale_g@cde.state.co.us-303-866-6612
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
Directory 60
Directory Two new required fields areactive for 2016-17 for Key Personnel (field will be show up on Wednesday Sept 21 in the next Data Pipeline Update) ICAP Contact Graduation Guidelines Contact Contact defaults to Superintendent If the ICAP Contact and Graduation Guidelines Contact is not the Superintendent please go in and update.
Directory 62
Directory 63
Directory Colorado Education Directories can be found at: http://www.cde.state.co.us/cdegen/educationdirectory Make sure that your district information is up to date with addresses and staff. Data used in SchoolView and other publications. Contact – Dennis St. Hilaire st.hilaire_d@cde.state.co.us or call at 303-866-6840 5
Pre-ID Extract for SBD 65
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) 66 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 67 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. 68
Thursday, September 29th, 2016 9 a.m.-10 a.m. Thank you for joining us today! Next Town Hall: Thursday, September 29th, 2016 9 a.m.-10 a.m. 69