Data Pipeline Town Hall July 28, 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 11/27/2018 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 RANDA TSDL (Teacher Student Data Link) Student End of Year Student Interchange Directory Data Pipeline Maintenance
Introductions 7
Open Collections in Data Pipeline 8
Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic 9
Open Data Pipeline Collections 11/27/2018 Open Data Pipeline Collections Snapshots Student End of Year Teacher Student Data Link Special Education Discipline (Closes August 16th) Special Education End of Year Coming Soon Student October Finance 10
Town Hall Summer Calendar 11
Summer Calendar Town Hall - will hold the meeting every other week in the summer. We will meet on - August 11, 25 Next Town Hall on August 11th! 12
Identity Management 13
Identity Management Upgrade Tuesday August 2nd the old Delegated Administration Application goes away and everyone will be on the new version 104 LEA’s have made the switch as of yesterday! 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 contact the CDE help desk if you are having issues. 14
Colorado Performance Management System (RANDA) 15
Annual Transition Step 1: Disable accounts for users no longer at organization Ensure new roles are updated Move all users to new schools, if needed Can add users throughout the year Please disable accounts – if an educator has left, it may impact their ability to use the system in their workplace. RANDA
Annual Transition Step 2: Enable the new year SI or AS role logs in AdministrationLEA Settings RANDA
How do the changes made in IDM transfer to RANDA? RANDA is updated in one of two ways: When the user logs in next In the nightly upload RANDA
Resources COPMS website: http://www.cde.state.co.us/educatoreffectiveness/copms Resources for LAMs: http://www.cde.state.co.us/educatoreffectiveness/copms-lams New IDM: http://www.cde.state.co.us/educatoreffectiveness/copms-lam-quick-guide Contact: Joslyn Robich – robich_joslyn2@cde.state.co.us RANDA
Teacher Student Data Link (TSDL) 20
TSDL Status Deadline: August 26 Numbers to Date: ~84% of Districts have uploaded data files ~66% of Districts of snapshots created ~43% of Districts are complete! 21
TSDL Steps Create Snapshot and validate data reports Submit to CDE All courses have been mapped to the State Standard Course Code All staff reported in the instructor file are also reported in the Staff Profile file All students reported in the enrollment file are also reported in the Student Demographic file Course Enrollment file has been uploaded, complete and error free Course Instructor file has been uploaded, complete and error free Create Snapshot and validate data reports Submit to CDE 22
TSDL Tips Use Pipeline Reports -> Error Reports to view errors Quicker Can download into excel for further review/sorting Snapshot only pulls the records where the Local Course Code and Section Code combination is the same in both Course Instructor and Course Enrollment files 23
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 Contacts: Joslyn Robich – robich_joslyn2@cde.state.co.us Annette Severson – severson_a@cde.state.co.us 24
Student End of Year 25
11/27/2018 2015-16 End of Year Schedule RECOMMENDED DEADLINE: Correct Snapshot level errors by today, Thursday, July 28th Final submission deadline is Thursday, Sept 15th. 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 26 Student End of Year — Duncan Anderson — 303.966.6970. anderson_d@cde.state.co.us
SE104 Errors One of the most common errors in End of Year is SE104 If a grade K-12 student was reported last year with Exit Type=00 in the last detail record, they must be reported this year with an Entry Type = 00, 02, 03, 11, 90 or 91, in the first detail record. Students must have a record in the subsequent year if they leave with a 00. It can be a record with a 08012016 entry date, 02 entry type, 08022016 exit date and the appropriate exit type. Other Common Reasons: Primary school flag must be set to 1 School Code must be a valid school in your district Pupil attendance must be between 01 to 08 27 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. 28 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. 29 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. 30
Student Interchange 31
11/27/2018 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 32 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 33 33 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student Interchange Questions? 11/27/2018 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 34 Student Interchange/October Morgan Holmgren holmgren_m@cde.state.co.us
Directory 35
Directory Reminders to update Please review Key Personnel and make sure that they are correct. 36
Directory Update Principal Information 37
Directory Update Vendor Information 38
Directory If you have any questions contact Dennis St. Hilaire at st.hilaire_d@cde.state.co.us 39
Data Pipeline Maintenance 40
Data Pipeline Outage Planned system outage Friday, August 5th 11/27/2018 Data Pipeline Outage Planned system outage Friday, August 5th 5:00 PM until Midnight CDE single sign-on applications will be unavailable Data Pipeline RITS/EDIS Statewide Standard Course Codes All single sign-on applications Email will be sent out when system is available Saturday, August 6th 41 Planned outage Kevin Smith smith_k@cde.state.co.us
Thursday, August 11th, 2016 9 a.m.-10 a.m. Thanks for joining us today! Next Town Hall: Thursday, August 11th, 2016 9 a.m.-10 a.m. 42