Data Pipeline Town Hall June 14, 2018 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 Thank you Samples of email kick-backs Delivery Problems No Longer Valid Email Address Undeliverable – failed to reach recipient Resigned Left the district New Point of Contact 3
Colorado Department of Education Identity Management Access Management https://cdeapps.cde.state.co.us/faqs.html Frequently Asked Questions 1-12 #12 Where can I find the Identity Management role mappings for Data Pipeline and other applications? https://cdeapps.cde.state.co.us/IdentityManagementGroups.xls 4
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 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 Summer Town Hall Calendar School Discipline and Attendance Teacher Student Data Link Directory READ Collection Special Education End of Year Student End of Year
Open Collections in Data Pipeline
Open Data Pipeline Collections Year Round Directory (School Code Changes (Due 6/30/2018) RITS EDIS Periodic Designated Agency (Due 8/31/2018) AEC (Closes June) READ (Closes June) School Discipline and Attendance (Closes June) Interchanges Student Special Education IEP Staff Teacher Student Data Link Discipline Interchange 10
Open Data Pipeline Collections 11/24/2018 Open Data Pipeline Collections Snapshots Teacher Student Data Link Snapshot Student End of Year Snapshot Special Education Discipline Snapshot Special Education End of Year Snapshot Coming Soon 11
Town Hall Summer Calendar
Town Hall Summer Calendar In the months of June, July and August, Town Hall will meet every other Thursday. Here is the schedule of days we will have Data Pipeline Town Hall. June 28th July 12th and 26th August 9th and 23rd
School Discipline and Attendance
SDA - Annette Severson - severson_a@cde.state.co.us 2017-2018 Collection Dates Date Event April 11th (Wednesday) Collection open June 1st (Friday) Suggested Date for having No Reportable Incidents tab updated June 8th (Friday) Suggested Date for having at least 1 file uploaded June 15th (Friday) Suggested Date for having all files uploaded June 22nd (Friday) Suggested Date for having all files error free June 29th (Friday) Deadline for SDA to be finalized SDA - Annette Severson - severson_a@cde.state.co.us
No Reportable Incidents A separate tab in Data Pipeline, under “SDA” Option to use when a school has no incidents to report to CDE; either No Disciplinary Incidents and/or No Firearms to report Can be updated throughout the SDA process. If marked as “No” initially, this can be updated to “Yes” for a school if needed and vice versa, until the data is finalized. Must update each page or select ‘all’ per page to update all schools in one screen SDA - Annette Severson - severson_a@cde.state.co.us
Uploading Data Files Order (based on No Reportable Incidents tab) If 1 or more school(s) have “Yes” indicated for Incidents in the Disciplinary column and “Yes” in the Firearm column: Discipline by Action File Discipline by Student Demographic File Firearm (GFSA) Discipline File Attendance File If 1 or more school(s) have “Yes” indicated for Incidents in the Disciplinary column and “No” in the Firearm column: If ALL schools have “No” indicated for Incidents in the Disciplinary and Firearm columns: SDA - Annette Severson - severson_a@cde.state.co.us
Data Pipeline Website http://www.cde.state.co.us/datapipeline 11/24/2018 Data Pipeline Website http://www.cde.state.co.us/datapipeline Periodic Collections -> School Discipline and Attendance Overview Deadlines File Layouts Business Rules Templates Trainings Additional Resources Direct Link: http://www.cde.state.co.us/datapipeline/schooldisciplineattendance SDA - Annette Severson - severson_a@cde.state.co.us
Teacher Student Data Link
TSDL Snapshot Timeline 11/24/2018 TSDL Snapshot Timeline Date Event Wednesday, Jan 17th 2018 Snapshot open Friday, June 1st 2018 Target: All districts create a TSDL snapshot Friday, June 15th 2018 Target: TSDL Interchange files error free Friday, June 22nd 2018 Target: TSDL Snapshot error free Friday, June 29th 2018 Target Deadline: Recommended date to finalize the TSDL snapshot. After this date, many school systems roll over to the next school year. Friday, August 31st 2018 Final Deadline: Snapshot must be finalized TSDL- Annette Severson - severson_a@cde.state.co.us
TSDL Fields Used to Create TSDL Snapshot Course Enrollment File Course Instructor File Name of Field School District/BOCES Code School Code Local Course Code Section Number SASID Student's Last Name Student's First Name Student's Gender Student's Date of Birth Roster Start Date Roster End Date Student’s Grade Level Term Credits Granted Final Grade/Course Completion Status Name of Field School District/BOCES Code School Code Local Course Code Section Number EDID Staff's Last Name Staff's First Name Staff's Gender Staff's Date of Birth Term Staff Role Used to link records in the TSDL Snapshot TSDL- Annette Severson - severson_a@cde.state.co.us
TSDL Snapshot Resources TSDL Interchange Documentation found at: http://www.cde.state.co.us/datapipeline/inter_teacherstudent TSDL Snapshot Documentation found at: http://www.cde.state.co.us/datapipeline/tsdl For assistance with either Interchange or Snapshot: Annette Severson Severson_a@cde.state.co.us 303-866-6824 TSDL- Annette Severson - severson_a@cde.state.co.us
Directory
School Code Changes Reminder if you have a school code change for the 2018-19 school year please send submit them by June 30th 2018. http://www.cde.state.co.us/apps/formcenter/SchoolChange Forms Changes that need an electronic form submission: Name Change New School Code Request Closing School Grade Change
Questions?
READ Act Data Collection
2017-18 READ Collection Timeline READ Act – Whitney Hutton – Hutton_W@cde.state.co.us June 15 (TOMORROW!): Districts complete submission of READ files and Budget Planning Survey by end of day – all submissions are finalized and will be locked Once READ file is error free be sure to click the “submit to CDE” tab in the Status Dashboard to lock your data Please request an extension from Whitney if you are unable to complete this process by Friday Next week: Once all districts have submitted READ files, CDE conducts Cross LEA Validation process to identify students reported by multiple districts July 2: Deadline to have data resubmitted if duplicate SASIDS were removed – collection closes
READ Cross LEA Validation Process READ Act – Whitney Hutton – Hutton_W@cde.state.co.us 1. READ Respondent receives email indicating Cross LEA validation is complete 2. READ Respondent logs into Data Pipeline and runs the “READ Cross LEA Validation Errors” report in Cognos This report includes which students are duplicated in another district and their READ Respondent contact information If after you run the report you get a message that says “No Data Available” then your district does not have any duplicate SASIDS and you do not re-submit your file 3. Districts will work with each other to determine which students to remove or keep in their data submissions First: districts should review the test date. District with the latest test date will keep the student in their submission Second: if either district used a generic test date that was early in the collection window then look at who the student ended the year with 4. If you are able to resolve all duplicate SASID issues and corrections have been made to your district’s submission then updated file must be submitted by July 2, 2018 Click here to view the submission status of your district
READ Cross LEA Validation Process READ Act – Whitney Hutton – Hutton_W@cde.state.co.us 5. If you are unable to resolve duplicate SASIDs with the other district then both districts should submit documentation to Whitney Please notify Whitney if you will be submitting documentation through Syncplicity. Documentation should include the district in which there is a duplicate with and exit date for the student in your district CDE will evaluate all documentation to determine which district will keep the student in their submission. If documentation does not support enrollment eligibility of the duplicate students, district will be contacted and will be asked to remove SASID from file. Other district will be notified at the same time to keep SASID in their submission Do NOT send documentation documents over email Click here to view the submission status of your district
READ Resources READ Act – Whitney Hutton – Hutton_W@cde.state.co.us READ Collection resources can be found at: http://www.cde.state.co.us/coloradoliteracy/readdatapipel ine Recorded webinars Data collection timeline Data elements & definitions File layout Business Rules Additional resources such as FAQ document, assessment cut scores, template for submitting budget planning survey, etc. Click here to view the submission status of your district Questions? Contact Whitney Westgaard Hutton, READ Data Collection Manager Email: Hutton_W@cde.state.co.us Phone: 303-866-6421
Special Education End of Year
Special Education IEP Interchange Thank you everyone who is currently working toward the July 11th due date for being error free at the Interchange. Having 0 child and participation errors makes the Snapshot and reviewing reports easier. If you haven’t created a Snapshot yet you can do so at anytime.
Tips on Files Excel, CSV, or Text formats are accepted Simple Excel template for Child and Participation Files posted online http://www.cde.state.co.us/datapipeline/inter_sped-iep under Templates (however, it is not necessary to use a template if your file already extracts in one of the accepted formats) No spaces in file name No blank fields (it likely won’t upload if you there are blanks) Be sure the file is not open when uploading Be sure you haven’t lost all your leading zeros on a CSV file or it won’t upload (steps for saving them posted online) 1 record per student and should reflect the student’s latest Sped status within the reporting year Be sure your SASIDs and LASIDs match between the record on Child and on Participation When copying data from one file to the excel templates be sure to Copy Paste Special Values If the file still won’t process contact CDE for best course of action!
Report All Students Who: Received services in your Administrative Unit (or a detention center within your AU) at any point during this reporting period (July 1-June 30) Had an initial evaluation for Part C or Part B services: were birth to age 3 and were evaluated for Part C services (path 1) were 2.5 but not 4 years old when they were referred from Part C to Part B (path 2) were referred for a Part B special education Initial Evaluation (path 3) Were placed in an Allowed Eligible Facility and you are the Administrative Unit of residence Were detained at a Detention Center located within your AU boundaries Were on an IEP and received services at a private school on a tuition basis or parentally placed in a private school, have an ISP and receive Sped services from the AU *more specific details on who should be reported can be found on the Special Education EOY Data Content Guide pages 1 and 2. Posted here under Additional Resources: http://www.cde.state.co.us/datapipeline/snap_sped-eoy
PART B SPECIAL EDUCATION SERVICES and PART C EVALUATIONS Who to Report PART B SPECIAL EDUCATION SERVICES and PART C EVALUATIONS AU Served Referred and Evaluated Detained at Detention Center in your AU
Part B Special Education Services Summary of the 3 Paths Path 1: children ages 0 – 3 who were evaluated for Part C services (not on an IEP yet) Part C Evaluations Path 2 – children ages 2.5 but not yet 4 who were referred from Part C to Part B services. Path 3 – children ages 2.5 through 21 who were not receiving Part C services at time of referral to Part B. Part B Special Education Services
When to Report? Path 1 Part C records report in school year in which evaluation took place Paths 2 & 3 Part B records report in school year in which the IEP was implemented
The Special Education or Part C Referral field indicates which path should be filled out. Code Special Education or Part C Referral Type 01 Part C Evaluation (Path 1 Only) – Use this code for children 0-3 years old who were referred for and/or had a completed Part C evaluation during the reporting period, whether or not they were determined to be eligible. 02 Part C to Part B Transition (Path 2 Only) – Use this code for children 2.5 but not 4 years old (at the time of the referral) who were referred for a Part B Evaluation (from a Part C Agency), whether or not they were determined to be eligible for Part B Services. 03 Part B Services (Path 3 Only) – Use this code for all students who are referred for a Part B Evaluation (NOT from a Part C Agency), whether or not they were determined to be eligible for Part B Services. 04 Part C Evaluation & Part C to Part B Transition (Paths 1 & 2) – Use this code for children 2.5 but not 4 years (at the time of the referral) who had a Part C evaluation, received Part C Services AND were referred for a Part B Evaluation (from a Part C Agency), whether or not they were determined to be eligible for Part B Services. 05 Part C & Part B Evaluation (Paths 1 & 3) – Use this code for students who had a Part C and a Part B Evaluation on the same day; OR for students who had a Part C Evaluation during the reporting period and were determined not to be eligible for Part C Services and later, in the same reporting period, were referred for a Part B Evaluation. 06 No Initial Referral During Current Reporting Period – Use this code for all students who began receiving services prior to July 1 of the current reporting period or for students who received EIS only. 07 Part C to Part B Transition & Part B Evaluation (Paths 2 & 3) – Use this code for students who received Part C services and were referred for a Part B evaluation (from a Part C Agency), and were either determined not eligible for Part B services or began receiving Part B services that were discontinued AND were later, in the same reporting period, referred for a Part B evaluation.
What errors a kiddo is getting Subject: 5 digit AU # Error Code/Report What errors a kiddo is getting As much detail about the scenario of the student without providing ANY PII information Special Education EOY Kristi Gleason Gleason_k@cde.state.co.us 303-866-4620
Special Education Resources Special Education IEP http://www.cde.state.co.us/datapipeline/inter_sped -iep Frequently Requested Codes http://www.cde.state.co.us/datapipeline/org_orgcod es Special Education End of Year Snapshot http://www.cde.state.co.us/datapipeline/snap_sped- eoy
Special Education EOY Snapshot Snapshot Available: May 1 Interchange Errors Resolved: July 1 Interchange & Snapshot Errors Resolved: Initial Report Review: Sept 11-14 Complete Snapshot Created: Sept 14 Duplicates: Sept 19- 26 Duplicates & Data Validity Issues Resolved: Sept 26 Final Report Review: Sept 27-Oct 3 OCTOBER 4, 2018 Complete Special Education EOY Snapshot Created
Questions? If you have ANY questions about the Special Education IEP Interchange or the Special Education End of Year Snapshot 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 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. Special Education EOY Kristi Gleason Gleason_k@cde.state.co.us 303-866-4620
Student End of Year
Trainings and resources are posted on the Student End of Year Webpage: http://www.cde.state.co.us/datapipeline/snap_eoy Upcoming Webinars: Tuesday, June 12, 2018: 9:30am-10:30am Wednesday, June 20, 2018: 2:30pm-3:30pm https://cdeinfotech.adobeconnect.com/data_services 855-397-4421 Morgan Holmgren – 303.866.6961 – Holmgren_M@cde.state.co.us
Pre-cross LEA Phase timeline Student End of Year Pre-cross LEA Phase timeline Date Event Thursday 06/07/2018 Target: Create first End of Year Snapshot Snapshot should include records 06/28/2018 Target: Interchanges Error Free 07/26/2018 Target: Error free Student End of Year Snapshot 09/06/2018 Soft Deadline: Submit Student End of Year Snapshot 09/13/2018 Deadline: Submit Student End of Year Snapshot Approve initial data summary reports Morgan Holmgren – 303.866.6961 – Holmgren_M@cde.state.co.us
Thank You Next Town Hall: Dog days of summer Thursday, June 28, 2018 9 a.m.-10 a.m.