Data Pipeline Town Hall August 11th, 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 11/22/2018 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 Town Hall Summer Calendar Reminder Identity Management Special Education Discipline Special Education End of Year Student Interchange Student October Student End of Year Teacher Student Data Link Continuous Enrollment Fields
Introductions 7
Open Collections in Data Pipeline 8
Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic 9
Open Data Pipeline Collections 11/22/2018 Open Data Pipeline Collections Snapshots Student End of Year Teacher Student Data Link Special Education Discipline (August 16th – error free snapshot) Special Education End of Year Coming Soon Student October December Finance ACCESS Pre-ID Human Resources Staff Interchange 10
Town Hall Summer Calendar 11
Summer Calendar Town Hall - will hold the meeting every other week in the summer. After August 25th we will resume weekly Town Halls. We will meet on - August 25 Next Town Hall on August 25th! 12
Identity Management 13
Identity Management Upgrade New Delegated Administration application (Oracle 11g) cut over occurred on Tuesday August 2nd. 148 LEA’s have made the switch as of yesterday! Over 5000 users created in the new version CDE is extending the Q&A webinar’s through August Scheduled for every Tuesday from 9-10 am via Adobe Connect Meeting Information: The URL: https://cdeinfotech.adobeconnect.com/lam/ Conference Bridge 1-866-764-6750 Please refer domain name and organization wide email changes to CDE. Next Tuesday’s Q&A session(August 16th) is dedicated to a complete walkthrough of the product. 14
Identity Management Upgrade Questions or concerns about the rollout? 15
Special Education Discipline 16
17
Special Education Discipline Data Collection What’s on the horizon? If you haven’t created a snapshot recently (prior to August) we ask that you please create one to ensure data is accurate and reliable. Be sure to get exceptions sent in so CDE can process them in time for report review. Set up time now to meet with the director during report review week and by August 23rd to ensure reports are received by August 24th to the Data Management system The training powerpoint on-line provides important information related to reports. 18 Special Education Discipline – Kristi Gleason gleason_k@cde.state.co.us 303-866-4620
Special Education End of Year 19
Next Due Dates Wednesday Sept. 7, 2016 Wednesday Sept. 7, 2016 Date by which all Exception requests must be received by CDE to allow sufficient time for processing. All exception requests emailed to CDE Monday Sept. 12, 2016 Date by which all Interchange and Snapshot errors must be resolved. Generate your complete Special Education EOY Snapshot by passing all Interchange and Snapshot validations in preparation for duplicate checks. All data records needed for the Special Education EOY Snapshot should be submitted and passed Interchange (level 1) and Snapshot (level 2) edit validations. All data records needed are included in file IEP Interchange errors resolved Special Education EOY Snapshot errors resolved Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us 20
Error Viewing Errors SY107, SY108, SY109 – to view error details be sure to choose second Excel option (Excel 2007 Format) when exporting to Excel. *The errors will be broken out and displayed at the bottom of the report. Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us
Reports Guidance Posted at this link under 11/22/2018 Reports Guidance Data Pipeline Documentation Website Home – Snapshots – Special Education End-of-Year http://www.cde.state.co.us/datapipeline/snap_sped-eoy **NEW - Special Education EOY Reports Checklist posted Posted at this link under 22
Mark Your Calendar Special Education EOY Reports Webinar: Tuesday, August 30, 2016 from 2:00 – 3:30 23
Student Interchange 24
11/22/2018 2016-2017 Student Interchange 2016-2017 Student Interchange Files are now available Please make sure that if you are uploading for 2015-2016 to select the correct year Pipeline defaults to 2016-2017 Please make sure to use the new formats if uploading for 16-17 A full 2016-2017 Student October calendar can be found at: http://www.cde.state.co.us/datapipeline/snap_studentoctober 2016-2017 Student Interchange file layouts are here: http://www.cde.state.co.us/datapipeline/inter_student 25 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student Interchange Changes for this year: REMOVED: 11/22/2018 2016-2017 Student Interchange Changes for this year: REMOVED: Student address, phone, and email fields – DEM file Refugee field – DEM file Colorado Continuously Enrolled – SSA file Date Most Recently Enrolled in US – SSA file New field: Date First Enrolled in US New fields: Gifted and Talented flags New code: Post Secondary Program New code: Public School Finance Status 26 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student Interchange New Gifted and Talented Flags 11/22/2018 2016-2017 Student Interchange New Gifted and Talented Flags 14 types of gifted students General Intellect, Creativity, Leadership, Reading, Writing, Math, Science, Social Studies, World Language, Visual Arts, Drama and Theater, Musical, Dance, and Psychomotor Each is a 1/0 flag to indicate if a student has tested as gifted in the given category Old Gifted Field still optional for 2016-2017, will be eliminated in 2017-2018 You may fill out one or the other gifted field or both, make sure to report at least one. Zero-fill if not reporting 27 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student Interchange Date First Enrolled in US 11/22/2018 2016-2017 Student Interchange Date First Enrolled in US The data a student first enrolled in any public or non-public US school (not including Puerto Rico). The value should be reported in MMDDYYYY format or zero-filled when applicable. Zero-filled values will be calculated using CDE data Students with an entry type of 14 in their first record in Colorado cannot have their value calculated. (SP448) When not zero filled the data must be earlier than CDE calculated date. (SP450) PK students do not require a value 28 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student Interchange Date First Enrolled in US 11/22/2018 2016-2017 Student Interchange Date First Enrolled in US To get calculated values there are two options Upload file with Date First Enrolled zero-filled Then you can download a SSA file extract that will include the calculated values Upload file with Date First Enrolled entered/zero-filled View COGNOS report under Student Profile named: Date First Enrolled in US Report Includes a date a student first enrolled in Colorado regardless of entry type 29 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student Interchange New Codes 11/22/2018 2016-2017 Student Interchange New Codes DEM – Post Secondary Program Code = 9 ASCENT Carry Forward Prior year’s unused ASCENT slots SSA – Public School Finance Status = 64 Full-Time Preschool CPP and Special Education Combination of one CPP slot (83) and one PK SPED slot (84) to fund a student full-time Students must qualify for both CPP and PK SPED 30 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student Interchange Questions? 11/22/2018 2016-2017 Student Interchange Questions? If you have any questions specific to your district please email or call at: Holmgren_m@cde.state.co.us 303-866-6961 31 Student Interchange/October Morgan Holmgren holmgren_m@cde.state.co.us
Student October 32
2016-2017 Student October Student October Count Day 11/22/2018 2016-2017 Student October Student October Count Day Wednesday October 5, 2016 https://www.cde.state.co.us/cdefinance/studentoctobercountauditresourceguide Count Date Count Window Five Day School Week Wednesday, October 5 Wed., Sept. 28 - Wed., Oct. 12 Four Day School Week (Mon.-Thurs.) Tues., Sept. 27 - Thurs., Oct. 13 Four Day School Week (Tues.-Fri.) For Preschool Program Using the Nov. 1 Pupil Enrollment Count Date Tuesday, November 1 Tues., Oct. 25 - Tues., Nov. 8 33 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student October Deadlines 11/22/2018 2016-2017 Student October Deadlines September 15 – Apply for alternate count day with FAST and Free and Reduced Lunch Variance Waiver FRL Variance Waiver apply by submitting written request to Jennifer Okes (Okes_J@cde.state.co.us) November 10 – Legislated date by which districts must submit their data. 34 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student October Data Pipeline Trainings Webinar info 11/22/2018 2016-2017 Student October Data Pipeline Trainings Thursday August 18 – 9am-10am Wednesday August 24 – 9am-10am Thursday September 1 – 2pm-3pm Wednesday September 7 – 1pm-2pm Webinar info https://cdeinfotech.adobeconnect.com/data_services Phone: 855-397-4421 Office Hours will be hosted throughout the collection beginning Wednesday September 24 35 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
FAST Trainings/Webinars Series of webinars this Summer and Fall: https://www.cde.state.co.us/cdefinance/auditunit_trainings Student October Count Resources Guide Webinars: Tuesday June 14, 2016 Tuesday August 2, 2016 Tuesday August 23, 2016 At-Risk Resource Guide Webinars Tuesday June 21, 2016 Tuesday August 9, 2016 Tuesday August 30, 2016 Duplicate Count Process Webinar: Tuesday November 1, 2016 All Times are: 1:30 – 2:30 pm 36 36 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
Student October Questions 11/22/2018 Student October Questions Questions? If you have any questions specific to your district please email or call at: Holmgren_m@cde.state.co.us 303-866-6961 Audit Related Questions Rebecca McRee McRee_R@cde.state.co.us 303-866-6805 https://www.cde.state.co.us/cdefinance/studentoctobercountauditresourceguide 37 Student Interchange/October Morgan Holmgren holmgren_m@cde.state.co.us
Student End of Year 38
11/22/2018 2015-16 End of Year Schedule Final submission deadline is Thursday, Sept 15th Please make sure you’ve resolved interchange levels prior to creating a snapshot Ask questions and request exceptions in advance of the deadline Errors on the interchange level? Please see http://www.cde.state.co.us/datapipeline/inter_student for more information Errors on the snapshot level? Please see http://www.cde.state.co.us/datapipeline/snap_eoy for more information Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 39 Student End of Year — Duncan Anderson — 303.966.6970. anderson_d@cde.state.co.us
Exception Requests Load your exception files into your Student Syncplicity folder in my.syncplicity.com Send an email when the file has been uploaded. An email will be sent back once the exceptions have been loaded. Please let me know if you need access to your districts Syncplicity folder or more instructions on how to use it. 40 Student End of Year — Duncan Anderson — 303.966.6970. anderson_d@cde.state.co.us
Cross LEA warnings Cross LEA warnings have been introduced to the regular process SE700’s and SE800’s We’ve moved forward warning that traditionally trigger during the cross LEA phase so that districts can work on them during the regular process These are preliminary warnings based on data submitted by other districts. Warnings in this range can allow you to get a jump start on Phase II and III of the collection. Trainings in the beginning of September will provide more information about Phase II and III of the collection. 41 Student End of Year — Duncan Anderson — 303.966.6970. 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. 42
Teacher Student Data Link (TSDL) 43
TSDL Status Deadline: August 26 Numbers to Date: ~85% of Districts have uploaded data files ~69% of Districts of snapshots created ~47% of Districts are complete! 44
TSDL Roles Interchange Roles: Snapshot Roles: TSL~LEA User TSL~LEA Viewer Snapshot Roles: TLS~LEA Approver TLS~LEA User TLS~LEA Viewer 45
TSDL Process Course Enrollment file error free Course Instructor file error free Create TSDL Snapshot No edits at this level All error free course enrollment records included Course Instructor records included if Local Course Code and Section Code combination is the same in Course Enrollment files Review Reports Submit to CDE (finalizes data) Under TSDL tab in pipeline – Status Dashboard No signature page is required 46
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 47
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 48
Continuous Enrollment Data Update March 9, 2016
Summary of the Issue CDE identified possible errors in the coding of students for the Continuous in District and Continuous in School fields for all 2016 state assessments. Because of potential impacts on district and school performance frameworks, CDE calculated revised values using October Count data and the enrollment records available in Data Pipeline. CDE provided districts with files that allowed them to review cases identified as possible errors along with the revised values calculated by CDE. Districts were asked to review the files and notify CDE by August 5th whether they would permit CDE to revise the continuous enrollment data for purposes of accountability reporting. 50
Current Status As of Wednesday August 10th, 167 of 185 districts have completed the file review. 124 districts have accepted all revised values 24 district have accepted revised values for the majority of cases 1 district has requested to use the originally reported data 18 districts had no errors CDE will continue to reach out to the remaining 18 districts until August 12th 51
Next Steps In accordance with the direction provided by districts in the file review process, updates will be made to the continuous enrollment fields in the assessment files in the CDE data warehouse. Updated files will be used to generate calculations for the school and district performance frameworks, which are scheduled for release in September. In the near-term, CDE will explore options for providing district with new assessment data files that reflect the updates to the continuous enrollment fields. In the long-term, CDE will work to improve the data collection process around the continuous enrollment fields and other fields owned by the Accountability Unit in order to prevent errors like this from occurring. 52
Questions and Comments Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 53
Thursday, August 25th, 2016 9 a.m.-10 a.m. Thanks for joining us today! Next Town Hall: Thursday, August 25th, 2016 9 a.m.-10 a.m. 54