Data Pipeline Town Hall March 30th, 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 Report Card March Student End of Year Student Interchange READ Special Education End-of-Year Discipline Interchange Civil Rights Data Collection (CRDC) SBD
Power School Opportunity
Power School Opportunity 11/27/2018 Power School Opportunity Central States PowerSchool Conference hosted by KSPSUG DATES: April 3 - 5, 2017 LOCATION: Hilton Garden Inn, 410 S 3rd St, Manhattan, Kansas 66502 PHONE #: 1-785-532-9116. HOTEL RESERVATIONS: Ask for KSPSUG group rate of $104.00 plus tax per night or you can click here. Conference Registration link: https://goo.gl/forms/F9X9SVukT16QPsx22 Registration Fee: 1 day - $75, 2 days - $150, 3 days - $200.00 Breakfast and Lunch will be provided each day. Social Night Tuesday evening Fun game night and networking opportunities. Who can breakout the quickest??? A breakout challenge room where participants can show their competitive side by working as a team to solve clues to the mystery. You will be completing puzzles and trivia in order to "break out". Race against the clock to break out before time expires. 9
Open Collections in Data Pipeline
Open Data Pipeline Collections Year Round Directory (4 Day School Week and School Code Changes) RITS EDIS Periodic Report Card March (Closes Apr.7th) Interchanges Staff Student Special Education IEP TSDL 11
Open Data Pipeline Collections 11/27/2018 Open Data Pipeline Collections Snapshots Teacher Student Data Link (TSDL) Student End of Year for 2016-17 (Soft Opening) Coming Soon READ (Open April 3rd) 12
Report Card March
RCMAR open until 4/7/2017! Report Card March 2016-17 You may find training videos and file layouts and definitions at: http://www.cde.state.co.us/datapipeline/per_report-march Collection issues and updates In the text fields avoid using apostrophes. This causes a fatal error when saving the file/form.
Report Card March 2016-17 Things to note on the Report Card March Status Dashboard.
Report Card March 2016-17 So far there have been only a few questions. If you have any questions please let me know. You may email the superintendent sign off sheet to me. st.Hilaire_d@cde.state.co.us Phone: 303-866-6840 FAX: 303-866-6888
Student End of Year
Soft Open Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us The End of Year Collection is in Soft Open. Districts are able to create snapshots using their Student Interchange Data. The file formats are the same as you used with Student October. Only error free interchange records will be pulled into the snapshot. Please work on interchange errors before creating a snapshot annual report with the following information: • Levels of school readiness demonstrated by students enrolled in kindergarten • Disaggregated results by school district, school, grade level, free or reduced lunch eligibility status, gender, and ethnicity
Soft Open Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us New changes: Inactivated business rules associated with one-day stitching records The most significant of these rules was SE099 which required a school to have a one-day enrollment record for a student that transferred schools within a district over the summer Districts can still submit records using the previous process, it’s just no longer required using the logic checks. These rules will no longer trigger when a snapshot is created. Snapshots created prior to the change will still have these errors listed in their error reports. Full list of Business Rules (still being updated during soft open): http://www.cde.state.co.us/datapipeline/eoysnapshotbusines srules annual report with the following information: • Levels of school readiness demonstrated by students enrolled in kindergarten • Disaggregated results by school district, school, grade level, free or reduced lunch eligibility status, gender, and ethnicity
End Of Year Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 20
2017-2018 Student Interchange
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-2018 Student Interchange EDAC approved the 2017-2018 Student Interchange files last week The approved File Layouts and Definitions plus a summary of changes can be found on the Student Interchange website http://www.cde.state.co.us/datapipeline/inter_student Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-2018 Student Interchange Demographic File Changes Removed Fields Migrant Bilingual ESL Status New Fields Military Connected Students Language Instruction Program (LIP) Code/Definition Changes Postsecondary Enrollment Language Proficiency Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-2018 Student Interchange EL Changes CDE needs to collect more program types from districts than just Bilingual or ESL In order to collect this we are eliminating the Bilingual and ESL Status fields and creating a new field Language Instruction Program where districts can report 5 distinct program types ESL / ELD Dual Language / Two-way Immersion Transitional Bilingual / Early-exit Bilingual Content Classes with Integrated ESL Support Newcomer Programs Or students can be reported with an LIP of Other Parental Refusal Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-2018 Student Interchange EL Changes Language Proficiency will incorporate different levels of Fluent English Proficient (FEP) that were captured in ESL/Bilingual categories before. The process for resdesignation and exiting students is changing Office of Accountability will consider students as EL if they are NEP, LEP or FEP (any designation) Everyone else at CDE will consider students EL if they are NEP, LEP, FEP M1, or FEP M2 Students changing districts should no longer be automatically moved to FELL NEP / LEP FEP Monitor Year 1 FEP Monitor Year 2 FEP Exited Year 1 FEP Exited Year 2 FELL Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-2018 Student Interchange Military Connected Students New field required by the Every Student Succeeds Act (ESSA) Definition: Student has a parent or guardian that is an active duty member of the Armed Forces or on full-time National Guard duty. Field is a yes(1)/no(0) field Does not need to be reset during the school year if status changes We are aware that many districts have already set up their enrollment forms for 2017-2018 Please do your best to report this data Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-2018 Student Interchange Postsecondary Enrollment One character to two character ASCENT carryforward changing to become: 09 – ASCENT Carryforward – Full-Time 10 – ASCENT Carryforward – Part-Time All ASCENT Carryforward students should be funded as an 87 (Not-Eligible Tuition) Adding in reporting for P-TECH 15 – P-TECH – Years 1-4 For students in P-TECH schools grades 9-12 where they have not been retained 16 – P-TECH – Years 5-6 For students who have been retained in 12th grade to be in years 5 & 6 of P-TECH No students should have this code in 2017-18 *This change is also reflected in the 2017-18 Advanced Course Completion file Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-2018 Student Interchange Student School Association File Changes Removed Fields Gifted and Talented Continuous in District Continuous in School Contract Third Party Educator/Program New Field Non-School Program Code/Definition Changes Retention Public School Finance Status Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-2018 Student Interchange Non-School Program Contract Third Party Educator/Program was too narrow for the many ways districts may need to report students who participate in programs that do not have school codes If a student is 100% educated by a program that does not have a school code they should be marked in one of the categories for this field. The categories include: Single District On-line Program District-Run Program This can include programs within an existing school that uses different calendars or bell schedules Other School District or BOCES Program Third Party Program This field will be primarily used by FAST to identify students who need to be included in audit sample Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-2018 Student Interchange Retention Code Retention code = 2 used to be just for retaining students for ASCENT Now it can be used to retain students for any postsecondary program. Including: ASCENT P-TECH Early College Students must be in 12th grade to use this code Public School Finance Status CPP definitions altered to include ECARE and acceptable grade levels Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-2018 Student Interchange Questions on the 2017-18 Student Interchange? The approved File Layouts and Definitions plus a summary of changes can be found on the Student Interchange website http://www.cde.state.co.us/datapipeline/inter_student Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
READ
READ Collection Key Dates April 3: READ Collection opens June 16: Districts complete submission of READ file & budget planning survey by close of business – all submissions are finalized and submissions will be locked June 30: Districts re-submit data file with duplicates removed by close of business – READ collection closes Week of August 7: Districts can anticipate distribution of READ funds
READ Resources READ Collection resources can be found at: http://www.cde.state.co.us/coloradoliteracy/readdatapipeli ne Upcoming 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. Questions? Contact Whitney Westgaard, READ Data Collection Manager Email: Westgaard_W@cde.state.co.us Phone: 303-866-6421
Special Education End of Year
Special Education End-of-Year – Soft Open Snapshot SOFT OPEN April 3rd AUs able to create 16-17 snapshots in production Child and Participation File Formats/Templates same as December Count and posted here: http://www.cde.state.co.us/datapipeline/inter_sped-iep Sped EOY Snapshot Resources found here: http://www.cde.state.co.us/datapipeline/snap_sped-eoy Timeline Snapshot File Layout Snapshot Business Rules *FYI Enrich Users: Sped EOY open included in maintenance update 12.1.2 Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759 Special Education End of Year - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759
DATES TO REMEMBER Special Education EOY 2016-2017 Monday May 1, 2017 Snapshot official opening Wednesday July 12, 2017 IEP Interchange errors resolved At least 1 Special Education EOY Snapshot created by this date Thursday Sept. 7, 2017 All exception requests received by CDE Tuesday Sept. 12, 2017 All errors resolved: Interchange and Snapshot Tuesday Sept. 12 – Friday Sept. 15, 2017 Report Review Review exit information in preparation for duplicate checks Wed. Sept. 20 – Wed. Sept. 27, 2017 AUs make changes to resolve duplicates Final Report Review September 28 – October 4 ALL Final signed reports received by CDE Submit and finalize data – COLLECTION CLOSES Thursday Oct. 5, 2017 4
Special Education EOY – 2016-2017 Changes 16-17 Summary of Changes Added Exit Code 05 – Transfer to a school located in a different country Exit Code 14 definition adjusted to – Transfer to a school located in a different state Removed Primary Disability code 07 – Physical Disability Removed Address Fields from Child File Late change – added separate file for federally funded CEIS reporting See “2016-17 Summary of Changes” document for more information: http://www.cde.state.co.us/datapipeline/inter_sped-iep Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759
Special Education EOY – Upcoming Webinars Webinar Dates: Tues May 2 10:00 – 12:00 New Respondent Training Mon May 8 1:00 – 3:00 Annual Training Webinar Wed May 10 2:00 – 4:00 Annual Training Webinar (5/8 repeat) Login Information: https://cdeinfotech.adobeconnect.com/data_services/ Call-in number: 1-855-397-4421
Special Education EOY Identity Management: Access to Data Pipeline 11/27/2018 Special Education EOY Identity Management: Access to Data Pipeline INTERCHANGE ROLES *1 per account ENABLES USER TO: Viewer read-only access User *only option for IEP Interchange upload files, view interchange level errors Special Education IEP group is: SPE Example: 16010-SPE~LEAUSER Role *Assigned by LAM (Local Access Manager) *Important: only 1 role per group/account SNAPSHOT ROLES *1 per account ENABLES USER TO: Viewer read-only access User create snapshots and view snapshot level errors Approver *Need at least 1 create snapshots, view snapshot level errors, AND can approve data (Submit final snapshot to CDE) Special Education EOY group is: EOY 16010-EOY~LEAVIEWER Read-Only 16010-EOY~LEAUSER Submit and Modify 16010-EOY~LEAAPPROVER Approver Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759 5
Special Education IEP Interchange No EDAC level changes to report for the 2017-18 school year! Applies to both Sped EOY and December Count Snapshots 17-18 Special Education Child and Participation File Layouts and Definitions posted here: http://www.cde.state.co.us/datapipeline/inter_sped-iep Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759
Discipline Interchange
Discipline Timeline http://www.cde.state.co.us/datapipeline/2016-2017specialeducationdisciplinetimeline April 3rd: Discipline Interchange Available (Soft Open 03/28/2017) May 1st: Special Education Discipline Snapshot Opens (Soft Open 03/28/2017) May 8th: Interchange Files must be uploaded Discipline, IEP, Student June 8th: Admin Units create snapshot June 22nd: 90% of the total Discipline Action records must be included in the Discipline Action file July 12th: Discipline Action errors resolved August 15th: Complete Special Education Discipline Snapshot created August 16th - August 23rd: Report Review Week August 23rd: Complete Special Education Discipline Snapshot created Submit Data to CDE Upload required reports to Data Management System Discipline (students with disabilities) – Kristi Gleason Gleason_k@cde.state.co.us 303-866-4620
Roles and Responsibilities 11/27/2018 Roles and Responsibilities ADMINISTRATIVE UNITS Responsible for the Approval and submission of the Special Education Discipline Data Collection. DISTRICTS Responsible for submitting valid and reliable data on students with disabilities with discipline incidences and actions. SPECIAL EDUCATION DIRECTORS (in conjunction with Superintendents, Principals, Other School Personnel) Responsible for the overall collection and the authorization of reports. CDE supports the collaborative efforts. Collaboration Discipline (students with disabilities) – Kristi Gleason Gleason_k@cde.state.co.us 303-866-4620
IdM Groups https://cdeapps.cde.state.co.us/faqs.html DISTRICT Interchange groups associated with the four digit district code DIS District Name PIPELINE -District Number -DIS~LEAUSER Submit and Modify Role District Name PIPELINE -District Number -DIS~LEAVIEWER Read- Only Role EVERY DISTRICT WILL NEED A USER ADMINSITRATIVE UNIT Snapshot groups associated with the five digit administrative unit code SPI AU Name PIPELINE - AU Number - SPI~LEAVIEWER Read-Only Role AU Name PIPELINE –AU Number - SPI~LEAUSER Submit and Modify Role AU Name PIPELINE –AU Number - SPI~LEAAPPROVER Approver Role EVERY AU WILL NEED AN SPI APPROVER Discipline (students with disabilities) – Kristi Gleason Gleason_k@cde.state.co.us 303-866-4620
RESOURCES INTERCHANGE http://www.cde.state.co. us/datapipeline/inter_spe d-discipline Overview Deadlines File Layouts and Definitions Business Rules Template Trainings SNAPSHOT http://www.cde.state.co.u s/datapipeline/snap_sped- discipline Overview Deadlines File Layout Business Rules Additional Links Discipline (students with disabilities) – Kristi Gleason Gleason_k@cde.state.co.us 303-866-4620
Interchanges that make up the Special Education Discipline Snapshot Discipline Action Discipline Data Student Demographics Demographics Student School Association Grades IEP Participation Primary Disability Special education discipline Discipline (students with disabilities) – Kristi Gleason Gleason_k@cde.state.co.us 303-866-4620
Contact Information If you have ANY questions about the Special Education Discipline Data Collection please feel free to contact us. We are just a phone call away! Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us Collection Lead Lindsey Heitman 303-866-5759 heitman_l@cde.state.co.us Please include the following team members in your email communications gleason_k@cde.state.co.us; heitman_l@cde.state.co.us In the subject line of the email if you would please include the following information: District Number (four digit code) Administrative Unit Number (5 digit code) Subject of the email along with any business rules or name of a report if applicable. In the body of the email: Please include your phone number! Thank you Discipline (students with disabilities) – Kristi Gleason Gleason_k@cde.state.co.us 303-866-4620
Civil Rights Data Collection (CRDC)
Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us 2015-16 CRDC Deadline is Friday, April 28, 2017 Colorado Progress 30 certified 2 100% complete (have not certified) 39 over 90% complete AWS (Advance Website) https://crdc.grads360.org/#program Partner Support: (855) 255-6901 or crdc@aemcorp.com Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us 2015-16 CRDC CDE provided files to CRDC contacts to correct errors Section III: Classes, Course Enrollment, and Program Enrollment – Classes in Algebra I and Geometry in High School (Grades 9 through 12 only) Section VII: Student Discipline - LEP counts Files were sent securely through SFTP LEAs may resubmit these files if they have not yet overwritten and/or use for validation purposes Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
THANK YOU!!! 2015-16 CRDC CRDC contacts are BRILLIANT!!! Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
CRDC Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 53
SBD
2016-2017 SBD Review Timeline* Assessment Dates 1 ACCESS for ELLs 03/16-03/29 2 CO SAT/PSAT 10† 05/15-05/24 3 CMAS Science/social studies CoAlt science/social studies ELA/math (PARCC) CSLA 05/22-06/01 4 CoAlt: English Language Arts and Mathematics (DLM) 06/19-06/27 *DACs and data respondents will receive updates about individual collections as needed. †Will count for accountability reporting beginning in 2017 *SBD manual page 2*
Assessment Unit homepage SBD Manual & Webinar https://www.cde.state.co.us/assessment Assessment Unit homepage ↓ Trainings Data Trainings SBD Manual SBD Webinar *SBD manual page 2*
Data Pipeline Assessment Collections User Roles Description LEA viewer Can only view data and reports LEA user Can view data and reports Can download, edit, and upload data LEA approver Can approve data† *Assigned by Local Access Manager (LAM). Individuals may be assigned roles in several or all SBD collections but may only have one user role per collection. †Districts can ensure that SBD data have been submitted using the Status Dashboard tab in Data Pipeline. *SBD manual page 6*
Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281 2016-2017 SBD Reviews Contacts Melissa Mincic mincic_m@cde.state.co.us 303.866.6281 SBDs ACCESS for ELLs CMAS DLM Shangte Shen shen_s@cde.state.co.us 303.866.6877 SBD CO PSAT 10/CO SAT Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Thank you for joining us today! Next Town Hall: Thursday, April 6th, 2017 9 a.m.-10 a.m.