Data Pipeline Town Hall December 7th, 2017 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 Open Collections in Data Pipeline EDAC Data Burden Survey Directory Student End of Year Student October Kindergarten Readiness Special Education December Count Human Resources Snapshot Teacher Student Data Link Pre-Id Pull for Assessment AEC in Data Pipeline
Open Collections in Data Pipeline
Open Data Pipeline Collections Year Round Directory (November Elections and Non-Public) RITS EDIS Periodic December Finance Kindergarten School Readiness (Closes 12/7/2017) Designated Agency (Due 8/31/2018) Pre-ID Interchanges Student Special Education IEP (2017-2018) Staff (2017-2018) Teacher Student Data Link (Snapshot opens in February) 9
Open Data Pipeline Collections 11/22/2018 Open Data Pipeline Collections Snapshots Student End of Year for 2016-17 (Next Deadline 12/7/2017) Special Education December Count Human Resources Coming Soon 10
EDAC Data Burden Survey
EDAC Data Burden Survey Jan Petro petro_j@cde.state.co.us 303-866-6868 Jan Petro petro_j@cde.state.co.us 303-866-6838 or Dennis St. Hilaire st.hilaire_d@cde.state.co.us 303-866-6840
EDAC Data Burden Survey Questions Q: What do I do if I don’t recognize a collection? A: Please contact Dennis St. Hilaire. He can assist you in determining what the collection contains and whether or not it pertains to you. Dennis St. Hilaire 303-866-6840 st.hilaire_d@cde.state.co.us Jan Petro petro_j@cde.state.co.us 303-866-6868
EDAC Data Burden Survey Thank you!!! EDAC needs your participation to make our point. Due date: Friday February 9, 2018 3 responses submitted (2 districts, 1 administrative unit) Jan Petro petro_j@cde.state.co.us 303-866-6868
Directory
Data Pipeline Directory Reminder to Update School Board Membership in Data Pipeline Directory after Election Day 11/7/2017 2 items need completed post election: 1.) Information in Data Pipeline Directory needed to comply with CRS 22- 32-109(1)(d) Name Home Address Office Length of term 2.)Send in certificates of appointment /election or board minutes noting election. st.hilaire_d@cde.state.co.us Fax: 303-866-6888 Questions Call 303-866-6840 16
Data Pipeline Directory 17
Data Pipeline Directory 18
Data Pipeline Directory Publications are starting to get populated with Directory data please make sure that your data is up to date. We do not know of changes unless you update your directory information. Here are some of the sites that the directory updates: SchoolView Data Center SchoolView School and District Dashboard Education Directories EDFacts (US Department of Education) CDE is working on adding Directory information to Parent Dashboards (DISH)
Data Pipeline Directory Directory Contact st.hilaire_d@cde.state.co.us Fax: 303-866-6888 Questions Call 303-866-6840 20
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. We are hoping to complete this in the next couple weeks. 21
Student End of Year
What’s next. Student EOY – Duncan Anderson – Anderson_d@cde. state. co What’s next? Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us Today’s the final day! Please make sure that your superintendent signoff form is submitted by the end of the day
THANK YOU. Student EOY – Duncan Anderson – Anderson_d@cde. state. co THANK YOU!!! Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us 2016-17 Data won’t be able to be changed after today. Your graduation and dropout rates are embargoed from public release until January 18th. Please only use them for internal planning until that time Please take the 10 question EOY survey: https://www.surveymonkey.com/r/R9YVCBY. I really value your feedback and ideas!
Important Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us
Questions? Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us 2017-18 Student Interchange will remain open (for the most part) so you can continue loading files. Student Profile Cognos reports are available including: Homeless Detail Report Migrant Student List NEW Students with an assigned Anticipated Year of Graduation Please contact Duncan Anderson if you have any questions/need training/discover problems Anderson_D@cde.state.co.us 303-866-6970
2017-18 Student October
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-18 Student October Signature Page Please send in your Signature Page as soon as possible. Or request an extension – Email me to get extension – Holmgren_M@cde.state.co.us If you can please scan and email the signature page rather than faxing, but faxing is still an option Data Release Date CDE will release the 2017-2018 Student October Pupil Membership data to the public on Tuesday, January 9, 2018. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-18 Student October Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
2017-18 Student October More Information on Student Interchange and October Student October Resource Guide https://www.cde.state.co.us/cdefinance/auditunit_pupilcount Student Interchange Website: http://www.cde.state.co.us/datapipeline/inter_student Student October Website: http://www.cde.state.co.us/datapipeline/snap_studentoctober Questions Contact Information: Morgan Holmgren 303-866-6961 Holmgren_M@cde.state.co.us
Kindergarten School Readiness Data Reporting 11/22/2018 Kindergarten School Readiness Data Reporting Upload Slide deck, data reporting fact sheet
Collection Status Current Status of Collection: Percentage of Districts with Uploaded Data: 91.76% Percentage of Districts with Submitted Data: 80.22% Thank you!! Collection Close Date: 12/7/17 Today! Quick Reminders: Please work to clean up your errors Please make sure you click “Submit to CDE”
Tips for Completing the Collection Please select your assessment tool first! This is done in Pipeline under “School Readiness” Video tutorial (approx. 2 min long) is linked here Guide document with screenshots under “File Layout” on the website
Tips for Completing the Collection If you use GOLD® for kindergarten assessment, please make sure you select “School” under “Output”. Navigate to the “Reports” area. Select the Colorado Kindergarten Readiness Report (it’s at the bottom of the “Reports” area). Please make sure you select “School” under “Output”. Please make sure it is saved as an .xlsx document.
Tips for Completing the Collection Please make sure your file is saved as an Excel workbook. Teaching Strategies downloads into an .txt file- you will need to save as an .xlsx for upload into Pipeline.
School Readiness & P-3 Program Manager 11/22/2018 Contact Emily Kielmeyer School Readiness & P-3 Program Manager kielmeyer_e@cde.state.co.us 720-822-0640 Tara Rhodes Early Learning Business Analyst Rhodes_t@cde.state.co.us 303-866-6243 36
Special Education December Count
Special Education December Count Timeline November 1st Snapshot Opens November 16th Upload IEP/Staff Interchange at least once Child ALL Participation 2 have not uploaded yet Creating a Snapshot will provide additional information on Staff report Status December 1st Official Count Date December 14th Snapshot Created 53 AUs have created a Snapshot 10 of these are missing Staff data 3 of these are missing Student data December 21st Interchange files error free Request individual support if needed to meet this date January 18th All errors resolved (interchange and snapshot) Jan 19th – 25th Review Staff and Student Reports January 25th Validity Certification Reports due Jan 26th – Feb 8th Student Duplication Process February 15th Snapshot must be finalized Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620 December 21st There are exactly 11 days until IEP and Staff Interchange Errors are to be resolved. Be sure you have successfully uploaded ALL IEP and staff data at this time. Data will be as of the Annual Count Date “December 1st” If you have questions about the errors please reach out to a staff member and we’d be happy to help work through a resolution. Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620 Upcoming Trainings To join: https://cdeinfotech.adobeconnect.com/data_services/ Call in number: 1-855-397-4421 Training Date Time December Count Monday, November 13, 2017 10:00 am – 11:00 am Technical Assistance around the 11/16/2017 Interchange Upload Requirement Staff Interchange Tuesday, November 14, 2017 2:30 pm – 3:30 pm Jennifer Simons and DSU offering office hour around the new Demonstrate In-Field Status fields Tuesday, November 28, 2017 December Count Office Hours Tuesday, December 19, 2017 Technical Assistance around the 12/21/2017 IEP/Staff Interchange Error Resolution Requirement Tuesday, January 16, 2018 1:00 pm – 2:00 pm Technical Assistance Around Snapshot Completions, Review Reports, Duplicates Tuesday, February 6, 2018 Technical Assistance Around Final Steps toward Collection close 02/15/20148 Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620 Reporting Staff Below is some guidance on reporting staff. Guidance will depend on the structure Admin Units, BOCES, and District determined for reporting. Every district will have someone with the STF role reporting regular education data. They may also be reporting special education data for their district as well. Every district will have a respondent with the HRD role for Human Resources If the district is reporting ALL staff the Admin Unit would NOT include them in their files. To do so would be to append records resulting in duplicates. If the district is just reporting regular education staff only, Admin Units will need to report the special education staff data. If a staff member, like a nurse, provides service to regular education students and special education students there would be a record in the special education staff file and a record in the district reported records. Time reporting is required. The Admin Unit code can be included in ALL staff files. It won’t hurt the Human Resources Collection The Admin Unit code must be included in Staff Profile and Assignment for special education staff and EDID must match between the two The Special Education Flag must = 1 for special education staff Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620 Hints and Tips Be sure to check emails for status of an upload or snapshot then batch maintenance and status dashboard but email 1st. If a file doesn’t process please reupload quickly it to ensure it does or reach out to the team for assistance. If a student exits December 1st – funding may be applicable ESSA DC234 checks endorsements and ESSA reporting – looking into this business rule to see if it is accurately triggering. Records not in December Count Records pop in these reports if there are interchange errors, the records don’t meet the Snapshot criteria, and files didn’t process. Files that don’t process are difficult for the Admin Unit to know about. Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620 Resource Reminder Special Education IEP http://www.cde.state.co.us/datapipeline/inter_sped -iep http://www.cde.state.co.us/datapipeline/pupilsattendancei nformationcodeflowchart http://www.cde.state.co.us/datapipeline/decembercountpa icodes Staff Interchange http://www.cde.state.co.us/datapipeline/inter_staff Special Education December Count http://www.cde.state.co.us/datapipeline/snap_sped- december Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620 Facility Data You will find facility data as of December 1st in your Syncplicity folders. If you have a question about the data reach out the facility contacts. Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620 Phone Number Hi I’m your friendly phone number. Please don’t be afraid of me. If you don’t feel comfortable including me in your email be sure it’s in IDM. Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Thank you for joining us today! 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) 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. Thank you for joining us today!
Human Resources Snapshot
HR Timeline by Month November 1st: Snapshot Opens 16th: Interchange Files uploaded at least once December 1st: Official Count Date 14th: Snapshot created at least once 21st: Interchange files error free January 18th: Snapshot created at least twice 18th – 26th: Review Special Ed data reports and Assist with special education duplication process as needed February 8th: Snapshot error free 8th – 15th: Review reports 15th: Snapshot must be finalized on or before this date
Current Status Work in Progress for HR200 -Matching Endorsement not found Notification will be sent once this issue has been resolved, in the meantime please ignore these error/warning messages Thank you for your patience as we work on this edit! Edits HR203 – License not found (warning) and HR208 – License not found (error) should now be fixed Edits HR201 and HR202 are working correctly, so you may address those errors at this time
Resources Staff Interchange: http://www.cde.state.co.us/datapipeline Human Resources: http://www.cde.state.co.us/datapipeline/snap_hr Teacher Qualifications under ESSA (In-Field Status Information): https://www.cde.state.co.us/fedprograms/tii/a_hqt
Contact Information Annette Severson: Email: severson_a@cde.state.co.us Phone: 303-866-6824 Fax: 303-866-6888 In emails or voicemail messages, please include: District Code Error code(s) if applicable Where assistance is needed; such as ‘files won’t upload’ or ‘getting error HR##’, or ‘what is next’, etc.
Teacher Student Data Link
TSDL Interchange Timeline Prior to TSDL files: Statewide Standard Course Code Submission Open year round Student Interchange Files uploaded Staff Interchange Files uploaded Interchange: Open Wednesday, November 15th 2017 Remains open throughout the year
Tuesday, December 12th 1 -2 pm Tuesday, February 13th 1 -2 pm Webinar Trainings Date/Time Topic Tuesday, December 12th 1 -2 pm TSDL Interchange Updates and Process Tuesday, January 9th 1 -2 pm TSDL Interchange Edits Guide Tuesday, February 13th 1 -2 pm TSDL Snapshot Process Tuesday, March 13th 1 -2 pm Overall Process Review (Interchange and Snapshot) Tuesday, April 10th 1 -2 pm TSDL Snapshot Edits and Reports Tuesday, May 8th 1 -2 pm TSDL Interchange Review Tuesday, June 12th 1 -2 pm Reports Review and Finalizing Steps Tuesday, July 10th 1 -2 pm Status Check – Who’s Remaining? Tuesday, August 14th 1 -2 pm Final Review To join any session: URL: https://cdeinfotech.adobeconnect.com/data_services/ and call in number: 1-855-397-4421
TSDL Interchange Resources Course Code Documentation found at: https://www.cde.state.co.us/datapipeline/sscc-details TSDL Interchange Documentation found at: http://www.cde.state.co.us/datapipeline/inter_teacherstudent Deadlines File layouts and definitions Defects Business Rules Trainings Additional Resources – Frequently Asked Questions Contact: Annette Severson: severson_a@cde.state.co.us or 303-866-6824
Pre-ID Pull for Assessment
Student Assessment Data Cycle Pre-ID Extract Student Testing SBD Review Results Release Pre-ID Extract Districts update student data for October count in Data Pipeline CDE downloads October count data from Data Pipeline CDE submits data to vendor system 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 2017 Pre-ID Extract Dates* Assessment Data Source Date ACCESS for ELLs October count snapshot file 11/09/17 CMAS* PSAT/SAT DLM October count final file N/A *A new feature in PAnext will allow districts to upload a file with all data for student transfers between districts for CMAS and CoAlt science/social studies versus complete the transfer online individually. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Tentative 2018 SBD Review Dates Assessment Tentative Review Dates 1 ACCESS for ELLs 03/15-03/28 2 CMAS Science/social studies ELA/math CoAlt science/social studies CSLA 05/21-05/31 3 PSAT/SAT TBD 4 DLM 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 Reviews Contacts Questions? Contact me: Melissa Mincic mincic_m@cde.state.co.us 303.866.6281 Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
AEC in Data Pipeline
AEC Pipeline Collections Two Collections: Renewal/Application for AEC Designation Selection of Measures (Planned and Actual) What’s new: Collection through pipeline, not collections themselves Why pipeline? Less reliance on Syncplicity Flexibility with how data is entered Right now you need to know: Work with your Local Area Manager (LAM) to get AEC~LEAAPPROVER role assigned to the appropriate individuals in your district/BOCES
AEC Pipeline Collections Timeline: Month Renewal/Application Designation Collection Selection of Measures Collection (Planned and Actual) January Training Notify B Sanders of new schools seeking AEC designation by 1/31/2018 February March Renewal/Application collection opens 3/1/2018 Office hours for Renewal/Application collection will be available, TBD Planned measures for 2018 AEC SPF collection opens 3/1/2018 April Renewal/Application collection closes 4/27/2018 Planned measures for AEC SPF closes 4/27/2018 May Planned measures for 2019 AEC SPF opens 5/1/2018 Actual measures for 2018 AEC SPF opens 5/1/2018 June Planned measures for 2019 AEC SPF opens 6/29/2018 Actual measures for 2018 AEC SPF opens 6/29/2018
AEC Pipeline Collections Watch The Scoop for notifications and schedules for training webinars for these collections. Outreach for trainings for these collections and additional information about these collections will be sent to districts with alternative education campuses as those resources are available. Reach out to B Sanders with questions: Sanders_b@cde.state.co.us 303.866.2865
Thursday, December 14th, 2017 9 a.m.-10 a.m. Thank You Next Town Hall: Thursday, December 14th, 2017 9 a.m.-10 a.m.