Data Pipeline Town Hall October 29nd, 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 Staff Interchange Special Education December Count Human Resources Teacher Student Data Link (TSDL) Student Biographical Data 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 End of Year (Post Cross Validation Phase now open) Student Interchange Title I SPED IEP Directory RITS 10

Open Data Pipeline Collections Snapshot Student October (Open September 1st – November 10th) Student Interchange Title I Interchange Directory RITS 11

Civil Rights Data Collection 12

2013-14 Civil Rights Data Collection As of Wednesday, October 28th 177 LEAs had certified. Thank you! CDE Data Pre-population Survey- JUST ONE WEEK REMAINING! Sent October 13th to superintendents, primary and alternative CRDC contacts Due date is Friday, November 6, 2015 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.

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

Student October 16

Student October 2015-2016 We are almost there If you still have errors, keep working through them Run your snapshot Validate your Data Begin Submitting 17

Student October 2015-2016 October November Official count date: Thursday, October 1 Submit Student Interchange files (DEM, SSA): Friday , October 9 Complete Interchange Level edits: Friday, October 16 (suggested) Create a Student October snapshot: Friday, October 23 Pass majority of Student October snapshot edits: Friday October 30 (suggested) October Address final issues, review and approve data reports by November 10 Collection Closes: Tuesday, November 10 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 18

Student October 2015-2016 Exceptions There is a new exception request form online, please use it if possible Submit exception requests via Syncplicity Let me know you need to request an exception and a folder will be shared with you Upload your exception requests We will review and load approved and comment on others 19

Student October 2015-2016 Tagged Records OCT tagged versus Untagged records Be consistent If you have OCT tagged records and don’t want to use the Tag Go to Batch Maintenance and delete the tagged file If you are using OCT tagged, use it for all files that you are using for the snapshot When creating your snapshot use the Tagged Records only in this case When looking at error reports specify the Tag you used The default is ALL, which can show errors for both Creating a snapshot If you use Tagged and Untagged records, the snapshot will pull the tagged records first 20

Student October 2015-2016 Free and Reduced Lunch To clarify: Status for students should be reported as of October 1st For data management we realize this is not simple Suggestions: Use the OCT Tagging option to create a file that won’t be updated with new FRL information If it will make things easier for you take advantage of the rollover option If Oct 1 was within the first 30 school days you may rollover your FRL eligibility data from last year. If it isn’t you can request a waiver of this rule from FAST, this year only. 21

Student October 2015-2016 At Risk Funding field in Snapshot Records In your snapshot records there is a field called “At Risk Funding” This is not a list of all students who receive At Risk Funding This flag indicates a student is: Coded as NEP or LEP In grades 3-12 And has been enrolled in Colorado for less than 3 years 22

Student October 2015-2016 If you are done or almost done: Check in Cognos Reports To make sure your data looks correct Students aren’t missing or improperly included There is a document on the October Count website: Under Reports: 2015-16 Cognos Student October Report Definitions Summary of Pupils Being Reported by Another District Use this report to identify possible duplicate students Contact the district to resolve duplicates before the duplicate count process 23

Student October 2015-2016 More information on the collection Student October Schedule http://www.cde.state.co.us/datapipeline/stuoctdeadlines More information on the collection http://www.cde.state.co.us/datapipeline/snap_studentoctober 24

Student October 2015-2016 Contact information Morgan Holmgren Email: Holmgren_M@cde.state.co.us Phone: 303-866-6961 25

Student End of Year 26

Deadlines The Post Cross LEA Phase is now open! All districts must correct their Post Cross LEA errors before the deadline of December 3rd. If your district requires an exception, please contact Duncan Anderson to must submit adequate documentation: http://www.cde.state.co.us/datapipeline/seyadequatedocs DO NOT fax/email the Superintendent signoff sheets until after December 3rd 27

Frequently Asked Questions Please check the EOY Error Detail Report with the Workflow Step - Post Cross LEA Edits selected for Post Cross LEA You do not need to have your snapshot unlocked to change the exit types of students in error. Please check the Post Cross LEA Validation Error Update checkbox and use the Update Snapshot button in the Snapshot menu. Please use Syncplicity for submitting Adequate Documentation forms to CDE. Do not send scanned forms as email attachments. 28

Additional Training Training materials for Post Cross LEA Validation http://www.cde.state.co.us/datapipeline/snap_eoy Step by step instructions: http://www.cde.state.co.us/datapipeline/postcrossleavalidationsteps Several of the processes for the Post Cross LEA Validation process are different that previous phases. Please review the step by step guide for more details. 29

Contact information If You Have Any Questions, Please Contact : Duncan Anderson Anderson_d@cde.state.co.us 303-866-6970 30

Staff Interchange 31

Interchange files expected to uploaded at least once by: Schedule Reminder Interchange files expected to uploaded at least once by: (This is less than 2 weeks away) Tuesday, November 10th 32

Updates Number of Classes- Required for all CORE CONTENT AREA Teachers (all grades) Core Content Areas include: General Elementary Education Music General 7th/8th Grade Natural Science Art Social Sciences English Language Arts Co-Alt (for special education only) Foreign Languages Classical Languages Special Education Mathematics 33

Resources Contacts: Annette Severson at: severson_a@cde.state.co.us or http://www.cde.state.co.us/datapipeline/inter_staff  File layouts Summary of changes Timeline – provides more detail Business Rules Templates Trainings – power points and recordings posted Contacts: Annette Severson at: severson_a@cde.state.co.us or Kristi Gleason at gleason_k@cde.state.co.us

11/21/2018 Special Education IEP 35

Special Education IEP Interchange IEP Interchange Files December count Lens Special Education IEP Interchange 36

How’s it going? On October 19th we opened the data pipeline to allow Administrative Units the ability to upload Special Education IEP Child and Participation Files. To date 26 Administrative Units have uploaded IEP data Just a couple weeks away all Administrative Unit and District respondents will need to have uploaded IEP, Staff, and Student data. (Records do not need to be error free but they need to have processed). Need some help? Let us know! 37

File Won’t Process Trouble with an error If you have a file that is not processing we can work with you to get it over to us to see what the issue might be. Please don’t send the file over via email. Make sure you’ve run the file through format checker and you look at the expected bytes of the field and then the actual bytes of the field you are reporting. Please do not send over error reports modified or not. We have access to them and can view them on this end. We can also work with you through Team Viewer 38

Helpful Resources Special Education IEP Interchange http://www.cde.state.co.us/datapipeline/inter_sped-iep Trainings Special Education IEP Training Power Point Additional Resources How to load the Special Education IEP Files December Count Educational Environments 2015 Pupil’s Attendance Information Codes Additional Resources available under Snapshot December Count http://www.cde.state.co.us/datapipeline/snap_sped-december Student and Staff Code Tables 39

Pupil’s Attendance Information A-SIDE B-SIDE Pupil’s Attending an Educational Program Operated by the Reporting Administrative Unit Pupil’s Attending an Educational Program Not Operated by the Reporting Administrative Unit IN-DISTRICT OUT-OF-DISTRICT PARENTALLY PLACED IN PRIVATE SCHOOL STATE OPERATED PROGRAM If after reviewing the chart you still have questions, email us! Please remember to include the following information in your email: How did the student get-----(there)? Is the student on an IEP? What type of setting is the student in? How was the student placed in this setting ? Who is providing the services? Who is paying for the services? http://www.cde.state.co.us/datapipeline/decembercountpaicodes 40

Educational Environments Codes are strictly determined by the Age of the Student as of December 1. A general misconception is that the codes go by grade. Another challenge is changing the data prematurely so age and code get out of sync. Check out the Educational Environment Document posted on the Data Pipeline Website to determine the code that is most appropriate for the student. http://www.cde.state.co.us/datapipeline/decembercounteducationalenvironments2015 41

Error Reports If you don’t see any data next to an error in an error report this typically means that the system is reading blank rows in the file. This most likely is because there is some kind of character in a cell below your data that is generating an error. Be sure when you check batch maintenance that you have the expected number of records included. We suggest you download a new template or create the file again and then reupload the file. 42

Template Be sure to first read the instructions page. From the Data Pipeline right click on the template and choose ‘Save As”. Do not open the template from the web browser. Open the template where you saved it. When you create files they will be saved in the same location. On the Cover Page Tab provide your Administrative Unit Number If you are copying data from another source, be sure you do not include the Administrative Field when you copy the data and when you paste the data in the template you start on column B and you use Copy Paste Special Values. Once you have pasted the data using Paste Special Values the Admin Unit code will populate. Problems arise when data is not properly pasted to ensure you aren’t overriding conditional formatting. 43

Give it a try If you haven’t begun the process of uploading IEP files to the data pipeline give it a try in the next couple of days and let us know how it went for you. 44

Special Education December Count 11/21/2018 Special Education December Count 45

Timeline http://www.cde.state.co.us/datapipeline/snap_sped-december Snapshot is slated to be available November 2nd A Communication of the Opening will be sent out 46

Resources http://www.cde.state.co.us/datapipeline/snap_sped-december Overview Deadlines Structure efforts around built in deadlines File Layout Updated Purpose and Criteria Business Rules Will be posted prior to opening A word about Caseload Matches Trainings Special Education December Count 2015 (Stay Tuned Posted Soon) Personnel Qualification & Reporting Guidelines Staff Qualifications by Assignment Additional Links December Count Exception Instructions and Template New Staff and Student Code Lists 47

In the works What Reports Require a Signature by the Special Education Director. Adding a check box to Data Validity Certification Reports so you can check them off as they are signed by the Director Acceptable Report Format Flag Explanation Template Process for uploading the reports to the ESSU Data Management System Coding Scenarios for Staff 48

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!) 49

Human Resources Snapshot 50

Schedule Overview November December January February Opens on the 2nd Training on the 2nd Upload Interchange files at least once December Official count date on the 1st Create snapshot at least once by the 8th January Snapshot error free by the 13th Review Reports Assist with Special Ed Duplicate Process February Snapshot finalized by the 11th 51

Review Human Resources Training on November 2nd from 2 to 3 pm Register at: https://www.surveymonkey.com/r/StaffTrainings2015 Identity Management Roles HUMAN RESOURCES SNAPSHOT ROLES VIEW ONLY HRD~LEAVIEWER CREATE HRD~LEAUSER FINALIZE/SUBMIT TO CDE HRD~LEAAPPROVER 52

Resources Staff Interchange: Human Resources: Contact: http://www.cde.state.co.us/datapipeline Human Resources: http://www.cde.state.co.us/datapipeline/snap_hr Contact: Annette Severson: severson_a@cde.state.co.us 53

Teacher Student Data Link 11/21/2018 Teacher Student Data Link (TSDL) 54

TSDL Process Teacher Student Data Link Student Data Interchange Local Course Codes Mapped to SSCCs Staff Data Interchange Student Data Interchange 55

14-15 Lessons Learned Role confusion in CDE IDM. 11/21/2018 14-15 Lessons Learned Role confusion in CDE IDM. Who can do what? Better resources. TSL is for the interchange. TLS is used for the snapshot. Some SIS data can’t be retrieved once the school year is rolled over to the new year. Going to support districts to submit data as an “end of year” activity Significant amount of processing time was required to process the snapshot. By refining the collection to specific subjects and grades it is expected to reduce the size of the files substantially and therefore reduce processing time. Course Codes and Staff data must be updated for the TSDL interchange files to be error free. If Course Codes are not updated/completed, every record in each of the interchange files will have an error. If Staff data is not updated, possible EDID errors will occur. CRDC Support Approximately 40% of the Civil Rights Data Collection can be provided through the TSDL collection. Toby will provide more context for sub-bullets. (DONE: TK) Annette, check the fourth and fifth blue bullets. 56

TSDL Collection Refinement 11/21/2018 TSDL Collection Refinement Beginning with the 2015-16 school year CDE has identified specific courses to be submitted where there is a matching state assessment K-12 Reading/Writing/Communicating Courses (English/Language Arts) Math Courses Social Studies Courses Science Courses State Assessments CMAS (ELA-CSLA, Math, Science, Social Studies) CoAlt (Science and Social Studies) CoAlt DLM (ELA and Math) ACCESS for ELLs ® Colorado ACT (subject related) or new assessments for grades 10 and 11. http://www.cde.state.co.us/assessment/spring2016testing Toby can update (Done TK) Joslyn, review 57

2015-16 File Updates Course Instructor file Course Enrollment file Staff Role – will create a warning if reported N/A Course Enrollment file Verified field will create a warning if reported N/A Credit Earned is no longer required Course Completion Status is now required Student’s grade level has been added and is required (CRDC requirement) 58

Important Dates Statewide Standard Course Code Submission Interchange: Open year round Must be completed prior to uploading TSDL interchange files No later than February 12, 2016 Interchange: Open beginning November 2, 2015 Will remain open throughout the year Snapshot: Opens Monday, February 29, 2016 GOAL: “Submit to CDE” by June 30, 2016 Finalize by Friday, August 26, 2016 59

Prior to Submitting TSDL Files 11/21/2018 Prior to Submitting TSDL Files All Local Course Codes Mapped to the Standard Course Codes Deadline of February 12, 2016 (if this is not up-to-date, every record will be an error) Student Data must be submitted in Student Interchange Files All students in TSDL Files must be in the student interchange Staff Data must be submitted in Staff Interchange Files All educators in TSDL Files must be in the staff interchange TK Changed the sequence on this slide 60

Teacher Student Data Link Identity Management Roles Required Local Access Manager (LAM) will need to assign you prior to logging into Pipeline For uploading the files to the interchange TSL_LEAUSER – submit and modify interchange data TSL_LEAVIEWER – View the data only (not modify or submit) To create a snapshot: TLS_LEAAPPROVER – View, create and submit/finalize snapshot TLS_LEAUSER – View and create snapshot data TLS_LEAVIEWER – View data only (not create) Can only be assigned one role per IDM Group (TSL or TLS) 61

TSDL Snapshot Resources 11/21/2018 TSDL Snapshot Resources TSDL Snapshot Documentation found at: http://www.cde.state.co.us/datapipeline/tsdl Deadlines File layouts and definitions Defects Trainings – updated webinar will be posted November 10th Contact Information: Joslyn Robich – robich_joslyn2@cde.state.co.us Annette Severson – severson_a@cde.state.co.us Update Later 62

Student Biographical Data 11/21/2018 Student Biographical Data 63

Pre-ID/SBD Information ACCESS for ELLs ACCESS for ELLs Overview English Proficiency exam for English Learners in grades K-12 Consists of four domains: Listening, Reading, Speaking, & Writing Redesigned for 2015-16. New test (ACCESS 2.0) is available online as well as on paper for students in grades 1-12, Kindergarten ACCESS test is still exclusively paper-based. Student test Window is 1/11/16 – 2/12/16 ACCESS for ELLs pre-ID pull will be Nov. 12, 2015 Pulled from student interchange tag of none Please make sure data is uploaded ACCESS for ELLs SBD will be in March, 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

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 Pulled from student interchange tag of none Please make sure data is uploaded CMAS SBD is expected to be in late June or early July, 2016 Reviewing process and looking for improvements 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 65

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 69

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 71

11/21/2018 Weekly maintenance 72

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. 73

Feedback for improvement 11/21/2018 Feedback for improvement 74

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

Next Town Hall: Thursday, November 5th, 2015 9 a.m.-10 a.m.                 “It was June, and the world smelled of roses. The sunshine was like powdered gold over the grassy hillside.” ― Maud Hart Lovelace, Betsy-Tacy and Tib THANKS FOR PARTICIPATING TODAY! Next Town Hall: Thursday, November 5th, 2015 9 a.m.-10 a.m. 76