Data Pipeline Town Hall November 12th, 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 11/21/2018 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 Non-Public Schools 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 20th) 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 12th 181 LEAs had certified. Thank you! Two additional LEAs are more than 99% complete.  CDE Data Pre-population Survey- Sent October 13th to superintendents, primary and alternative CRDC contacts https://www.surveymonkey.com/r/CRDC201314 Thank you for your responses!!! 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.

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 13

Non-Public Schools 14

Attention of: Dennis St. Hilaire Non-Public Schools If you receive a form from a Non-Public school make a copy for your records then send it to: st.hilaire_d@cde.state.co.us Or FAX it to: 303-866-6888 Attention of: Dennis St. Hilaire Please let me know if a school is closed or if you know of a non-public school within the boundaries of your district so we can add it. 15

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 16

Student October 17

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: Today Duplicate funding documentation due: Friday, November 13  (three days following collection closing) Audit reviews and makes a decision: Wednesday, November 18 (the week before Thanksgiving week) Resubmissions due: Friday, November 20 November Submit signature verification form: Friday December 4th December 18

Duplicate Process FAST will be in touch with districts that have possible duplicates: Creating Syncplicity Folders: Do not use the folders for the Student Interchange: XXXX – DISTRICT NAME – Student Do not send duplicate documentation to Data Services Cross-LEA Validation Email will go out to LEA Approver in districts with a possible audit exception. Once process runs you can also check Audit Exception Report in Cognos 19

Editing Your Data Snapshots are locked Reasons to make changes We will not be unlocking data right now There will be a chance next week to unlock submitted snapshots and recreate and resubmit Editing Student Demographic Files and Student School Association Files is still open Reasons to make changes FAST requests a change CPP/ECARE slots reassigned District data needs to be modified Snapshots must be submitted on November 20th No Exceptions 20

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 21

Student End of Year 22

Quick Info Post Cross LEA Validation Closes 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 23

Updating Your Snapshot 24

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 25

Special Education December Count 26

Focus for the week November 10th - deadline to ensure interchange files were successfully uploaded. We will take a closer look at the status of staff files this week. Student was in pretty great shape! Now that the Staff and Student files are 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 criteria. This is especially true for the caseload checks. Time is wasted on these errors due to not all the staff and student records making it to the snapshot. 27

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! 28

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 29

Human Resources Snapshot 30

Schedule Overview As of today: Staff Profile and Staff Assignment files should be uploaded by all LEAs November Opens on the 2nd Upload Interchange files at least once by the 10th December Official count date on the 1st Create snapshot at least once by the 8th January Snapshot error free on the 13th Review Reports Assist with Special Ed Duplicate Process February Snapshot finalized by the 11th 31

Business Rule Issues Resolved HR079: Principal Quality Standard 7 must be >00 for all principals when the Overall Performance Rating = 01, 02, 03, 04 Working as expected 32

Business Rules Issues Licensure data is having some issues, causing the following errors and warnings incorrectly: EHR058, WHR094, and EHR106 HR074: Principal Quality Standard 2 must be >00 for all principals when the Overall Performance Rating = 01, 02, 03, 04 Errors when Quality Standard 2 is reported as 05 incorrectly HR101: Title I status is causing an issue 33

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 34

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 35

Data Pipeline System 36

Good News Data Pipeline system performed well through the busiest time of the year Cognos remained up throughout Student October File uploads performance has improved Student October snapshots complete in under a minute on average. Almost all snapshots complete in under five minutes 37

Fewer panic system calls Thank you to CDE’s IMS and development team for their hard work on improving the system Still areas to improve, but the system has matured Support was more focused on data issues rather than system issues 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

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 41

SBD/Pre-coded Id 42

Pre-ID/SBD Information ACCESS for ELLs ACCESS for ELLs pre-ID pull - TODAY Thursday, Nov. 12, 2015 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 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 44

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 48

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 50

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 51

11/21/2018 Weekly Maintenance 52

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. 53

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 54

11/21/2018 Feedback 55

User sort fields on files A district and administrative unit have requested a user defined text field be added to Student Demographics, Staff Demographics, and IEP Participation file This would be a text field CDE would not use, but could be used by districts or administrative units to store information about the record. This would then display on error report. Example: A district could fill the school code on the student demographic file. This school code would be displayed on the error report 56

User sort fields on files Example: Add this type of field to READ file to store the grade. Field would be optional and could be left blank District or Administrative unit would need to fill a value if they wanted to use it. CDE would display it on the report, but never use the field for processing 57

User sort fields on files What are your thoughts? Would you use this type of field? How would the field be filled? Would vendors add a field which could be filled in the Student Information System or other systems? Concerns? 58

How can CDE help? Concerns and feedback How can CDE help? System performance? Interest in trying to batch reports in Cognos? 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. 60

Next Town Hall: Thursday, November 19th, 2015 9 a.m.-10 a.m. 61