Data Pipeline Town Hall October 18th, 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

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/IdentityMan agementGroups.xls 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 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 Civil Rights Data Collection Non-public Schools Kindergarten School Readiness Student October Student End of Year

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic Non-public schools Interchanges Student Special Education IEP Staff 9

Open Data Pipeline Collections 11/27/2018 Open Data Pipeline Collections Snapshots Student End of Year Snapshot (Cross LEA deadline Thursday 10/18) Special Education End of Year Snapshot (closes 10/4/2018) Student October Coming Soon Kindergarten School Readiness Human Resources Special Education December Count 10

2017-18 Civil Rights Data Collection (CRDC)

Superintendents were contacted by e-mail two weeks ago 2017-18 CRDC Superintendents were contacted by e-mail two weeks ago Access the Advanced Website (AWS) to: Confirm or update superintendent, primary and alternative contacts Validate your district’s list of schools Deadline is October 31, 2018 Log onto www.2017crdc.org Use district name, 7-digit username and password provided If username listed is only 6 digits, add a leading zero To prepare for 2017-18 CRDC, go to the CRDC Resource Center For help contact the CRDC Partner Support Center Telephone: 855-255-6901 E-mail: crdc@aemcorp.com

Non-Public Pupil Count/Directory

Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st.Hilaire_d@cde.state.co.us NOTE*** IdM – The only group that works for the Non- public Pupil Count is the PIPELINE-000-NPS~LEAUSER group. If you are using LEAAPPROVER please change it over to LEAUSER. The LEAUSER group once you have assigned this group will allow you to get into the collection in Data Pipeline. Identity Management PIPELINE-0000-NPS~LEAUSER

New Data Pipeline Collection Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st.Hilaire_d@cde.state.co.us New Data Pipeline Collection What is the Data Pipeline Non-Public Pupil Count/Directory? Collects Pupil counts of non-public school students by grade Identifies non-public schools that are used for funding, nutrition, federal programs and special education. The codes in the non- public directory are used throughout CDE. For most districts this collection should not take much time to complete. Non-Public Pupil Count/Directory Documentation http://www.cde.state.co.us/datapipeline/non-public_schools

Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st.Hilaire_d@cde.state.co.us

Data Pipeline Non-Public Directory Dennis St. Hilaire st.Hilaire_d@cde.state.co.us Questions Dennis St. Hilaire st.Hilaire_d@cde.state.co.us Phone 303-866-6840

Kindergarten School Readiness Data Reporting 11/27/2018 Kindergarten School Readiness Data Reporting Upload Slide deck, data reporting fact sheet

Collection Status Current Status of Collection: Percentage of Districts with Data Uploaded: 8.79% Percentage of Districts with Submitted Data: 2.20% Thank you!! Known Bugs: Duplicate schools showing on assessment list Issue across Data Pipeline Collection Close Date: Anticipated Close Date: 12/6/18

Reminders Changes to 2018-2019 Collection: Updates to business rules FRL must sum to total number of students by domain Columns H, I, and J should sum to Column E on each line A combination of race/ethnicity fields must sum to the total number of students by domain Columns K, N, O, P, Q, R, S, and T should sum to Column E on each line The addition of an exception file for schools that do not have any kindergartners to report Waivers must go before the State Board and are not waivers from the collection, only from the use of an approved assessment tool

Steps for Completing the Collection Step 1: Please select your assessment tool first As demonstrated on this recording, please select your assessment tool used prior to uploading your file. This is under the “Assessment Used” tab under the “School Readiness” tab in Pipeline.

Steps for Completing the Collection Step 2: Gather your data. DRDP-K and COR Users: Aggregate your data. Don’t forget breakouts by FRL, gender, race/ethnicity GOLD® Users: Pull the Colorado Kindergarten Readiness Report. Navigate: “Reports” to “Colorado Kindergarten Readiness” at the bottom. Please select “School” under “Output” in GOLD®. This ensures the correct file layout.

Steps for Completing the Collection Step 3: Upload your file to Data Pipeline. Make sure to check for errors in the Batch Maintenance screen or Error Report screen. Step 4: Don’t forget to click “Submit”! After you have uploaded the report and have no errors in your submission, please don’t forget to: Click on the “Submit to CDE” button Please also don’t forget to send in your sign-off form (requires Superintendent’s signature) Step 5: Please email or call me if you have any concerns along the way! Phone: 303-866-6243 Email: Rhodes_t@cde.state.co.us

Recent Trainings and More Information Wednesday, 8/29-DRDP-K Webinar Tuesday, 10/2-Steps to Complete the Collection Webinar The School Readiness website: https://www.cde.state.co.us/schoolreadiness/kinder gartenschoolreadinessdatacollection Sections on FAQs, Additional Resources, listing of Trainings

Contact Tara Rhodes (KSR Data Collection Questions) 11/27/2018 Contact Tara Rhodes (KSR Data Collection Questions) Early Learning Business Analyst Rhodes_t@cde.state.co.us 303-866-6243 Anji Gallanos (General School Readiness Questions) P-3 Office Director Gallanos_a@cde.state.co.us 720-527-0490 25

Student October

Student October Wednesday, August 29, 2018 Snapshot Opens: Districts may begin creating snapshots without error free interchange files Wednesday, September 26, 2018 – Wednesday, October 10, 2018 11 Day Count Window for schools or districts with 5-day week Four Day School Week Count Windows Monday-Thursday Schools: September 25, 2018 – October 11, 2018 Tuesday-Friday Schools: September 25, 2018 – October 11, 2018 Wednesday, October 3, 2018 – Count Day Official Count Day: used to create snapshot records in data pipeline Thursday, November 1, 2018 – Preschool Alternate Count Day Districts may choose to use this count day for preschool students without approval from CDE. Applies to all Preschool students

Student October September 15th: Deadline for requesting Alternate Count Day & FRL Variance Waiver from Auditing. September Thursday the 4th: Target for first upload of Student Interchange files Thursday the 11th: Target for error free in the Interchange files Thursday the 18th: Target for first Student October Snapshot Thursday the 25th: Target for error free Student October Snapshot October Tuesday the 6th 5 pm: Soft deadline: Student October snapshot submission date Friday the 9th 5 pm: Legislated snapshot submission deadline!!! Wednesday, November 28th 5 pm: Deadline to resubmit data to CDE! November December Thursday, December 6th 5 pm: Signature pages due to CDE

Student October Upcoming Office Hour: Thursday, October 25, 2018-1:00 p.m. to 2:00 p.m.: Data Validation and Cognos Reports https://cdeinfotech.adobeconnect.com/data_services/   Phone: 855.397.4421

Student October Please note that this time of year the volume of calls, emails, issues to fix, errors and exceptions to address etc. is extremely large so it may take up to 4-5 days to get a response. Please plan accordingly if you are working on a deadline. Please include your phone number and district number on your emails as this will help me to more quickly contact you. Also, if requesting exceptions please note for what collection/year they are for if you’re not sure who to email. All Student October exceptions/errors go to Genevieve and all Student End of Year exceptions/errors go to Amanda.

Student October CDE staff worked on the ASCENT business rules this week and as of Wednesday they are working properly. A new migrant student list will be uploaded later today that will have migrant students that have been added since the last upload so any outstanding migrant student discrepancies should clear. We will be uploading a new list at least weekly to keep up with the changing numbers of migrant students who are being added weekly.

Student October Thank you to the districts that alerted us to the fact that there was an issue with students being pulled into the October Count Snapshot who had an entry date of October 3rd. The problem has been resolved and should no longer be an issue this year or subsequent years.

Student October *ECE Clarification Starting with the 2018 Student October Count, additional documentation is not required for retained kindergarteners submitted for full-time funding IF the student was reported with a READ status of “significant reading deficiency (SRD)” in the READ data submission in the summer prior to the pupil enrollment count date. If the student was not reported with an SRD status in the READ data submission, then the district will need to provide documentation as outlined in the Student October Count Audit Resource Guide for any retained kindergarten student submitted for full-time funding.

Student October Snapshot Criteria For a SASID to be added to the snapshot it must: Be in both the Demographic and Student-School Association files as well as be error free in both those files And Meet the following criteria (fields referenced are in the Student School Association file): The field [PRIMARY_SCHOOL] = ‘1’ AND [SCHOOL_ENTRY_DATE] <= count date for the current school year AND [SCHOOL_EXIT_DATE] is null OR [SCHOOL_EXIT_DATE] >= count date for the current school year AND OR student is included in Alternate Count Date or Transfer Exception File, approved and uploaded by CDE One of these conditions is met: The student’s age as of the count date >= 2 and <= 21 OR The student’s age as of the count date <=21 (typically under 2) and there is an age waiver for the district or district and school code OR [PRIMARY_DISABILITY] (from the Demographics file) <> ‘00’ then calculated age as of December 31 of the reporting school year <= 21   Student October Process and Checklist http://www.cde.state.co.us/datapipeline/snap_studentoctober

Student October Transfer Enrollment Exceptions Students transferring to your district after the count day during the 11 day window who are not eligible to be counted by another district Includes in-state and out-of-state transfer students Must meet criteria outlined in the Student October Count Audit Resource Guide section on Transfer Enrollment Exceptions http://www.cde.state.co.us/cdefinance/auditunit_pupilcount You must fill out the Transfer Date Exception template to have the student counted. It is found at: http://www.cde.state.co.us/datapipeline/snap_studentoctober under the heading of “Templates”

Student October *Please note that the templates on the Student Interchange web page https://www.cde.state.co.us/datapipeline/inter_student Which include the following: Student Demographics Template Student School Association Student Advanced Course Completion Have not changed from the previous school year however titles for the templates have been updated with this school year.

Student October Some Questions to Ask Yourself When Selecting a PAI or Non-Program School code Where is the student attending? Who is getting the funding (or who is paying who for the student’s education)? Who has the accountability for the student?

Student October PAI Code Clarification Districts would use the 03 code for expelled students only if the student(s) is at a non-school site. In other words, they are truly not at a physical school site. Otherwise, use the other schools’ code if at another school.

Student October When uploading Student Interchange Files: You may choose to Tag the file OCT Tagging is not required It may make things easier

Student October Things to know for tagging Tagging means that the file will only be pulled into that tagged snapshot Be consistent. If you tag for one file then tag for the other If tagging when creating snapshot use the Student October Tagged Records Only option If tagging use the correct tag option when looking at error records If you make changes to records tagged OCT, do not change any untagged records and vice versa The tag sould be the same in both the DEM (demographic) and SSA (Student School Association) files (either OCT or None) CDE recommends creating naming convention for files that are going to be uploaded that includes the tag Example: DEM_OCT_10152016.xlsx *Note if you use a tag OCT for the file loads but then use Pipeline’s “add record” to insert new records, then a tag will not be assigned to the records using this option. Tag for that record will be blank (none).

Student October Should I Tag? Consider work needed if you tag vs. work needed if you do not tag Tagging may make it easier for you to know which data sets you are working with If you tag =OCT for Student October make sure that Student October data (OCT) is as of count date Advantages Easier to verify data Clearer that you are including the correct students and data Easier data management Disadvantages Possibly more work

Student October Warnings Losing Leading Zeros Do not require exceptions Do not prevent students from being included in snapshot or from submitting snapshot There for informational purposes or that there is a possible data issue Losing Leading Zeros Opening a file in Excel and where format is not already set to ‘text’ Files will not upload properly and will create errors CDE has a guide to keeping leading zeros on Student Interchange Website at: http://www.cde.state.co.us/datapipeline/inter_student

Student October Student Doesn’t Show up in Snapshot Student has error in DEM or SSA file Primary School = 0 in SSA file October Snapshot only includes records where Primary School = 1 If a student isn’t showing up in snapshot this is often the first place to look Enrollment Dates in SSA file do not overlap with Count Day Student only included in one of DEM or SSA file, but not both Cognos Reports: Snapshot Records Excluded Due to Profile Errors Students Excluded from Student October Snapshot

Student October Student October Contact Genevieve Hale Hale_g@cde.state.co.us 303-866-6970

School Auditing Office Contact Webpages: http://www.cde.state.co.us/cdefinance/auditunit Email Contact: audit@cde.state.co.us Rebecca McRee mcree_r@cde.state.co.us 303-866-6805

Student End of Year Cross LEA Phase

Today is the Cross LEA deadline Student End of Year Today is the Cross LEA deadline Your district will need to resubmit an error free snapshot by the end of business day if it has been unlocked. (Your Cross LEA Validation Error count will not be 0. Only your Validation Error count needs to be 0 to resubmit.) Exceptions - Notify us in an email so we know you’ve saved your exceptions in Syncplicity. Callinan_A@cde.state.co.us Only exit types can be changed during the final phase of the collection.

Student End of Year Cross LEA Deadline: Thursday, October 18th All districts must have an error-free snapshot by today. To submit your snapshot to CDE: 1. Log into the CDE Data Pipeline 2. Click on Student Profile on the left menu 3. Click Status Dashboard a. Use the drop downs to select the appropriate values i. File Type: Student End of Year ii. School Year: 2017-18 iii. Organization/LEA: defaults to your organization b. Click the Submit to CDE button c. Click OK

Adjustment File Instructions Follow the instructions in the Adjustment File Instructions PDFs on the End of Year Snapshot webpage at http://www.cde.state.co.us/datapipeline/snap_eoy.

Thursday, October 25th, 2018 9 a.m.-10 a.m. Thank You Next Town Hall: Thursday, October 25th, 2018 9 a.m.-10 a.m.