Data Pipeline Town Hall November 8, 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 Directory Non-public Schools Kindergarten School Readiness Student October Student End of Year Special Education December Count Human Resources Teacher Student Data Link

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic Non-public schools Kindergarten School Readiness December Finance Human Resources Designated Agency Interchanges Student Special Education IEP Staff 9

Open Data Pipeline Collections 11/27/2018 Open Data Pipeline Collections Snapshots Student End of Year Snapshot December 3rd: final review of graduation and dropout rates begins Special Education December Count Student October Coming Soon Pre Id Extract 10

Directory Board Elections

Data Pipeline Directory Reminder to Update School Board Membership in Data Pipeline Directory after Election Day 11/6/2018 2 items need completed post election: 1.) Information needs entering in Data Pipeline Directory to comply with CRS 22-32-109(1)(d) Name Home Address Office Length of term 2.)Send in certificates of appointment /election or board minutes noting election. st.hilaire_d@cde.state.co.us Fax: 303-866-6888 Questions Call 303-866-6840 12

Data Pipeline Directory Directory Contact st.hilaire_d@cde.state.co.us Fax: 303-866-6888 Questions Call 303-866-6840 13

Non-public schools

Non-Public Schools Identity Managament Group – NPS LEA USER is the only group that works with this collection. PIPELINE-0000-NPS~LEAUSER What is the Non-public School data used for: Funding Nutrition Special Education Federal Programs

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

Non-Public Schools Documentation/File Layouts and Other Forms: http://www.cde.state.co.us/datapipeline/non- public_schools You can find a listing of non-public schools at: http://www2.cde.state.co.us/edulibdir/Non- Public%20School%20Building%20Codes-en-us.xlsx

Non Public Schools Collection Closes December 1st. If you have any questions you can contact me Dennis St. Hilaire at st.Hilaire_d@cde.state.co.us

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: 43.41% Percentage of Districts with Submitted Data: 29.12% Thank you!! Known Bugs: Resolved: Some districts’ reports out of GOLD® are triggering SR071 Please feel free to re-try your upload Collection Close Date: Anticipated Close Date: 12/6/18 (Less than a month!)

Reminders Please make sure to save your file as an .xlsx Seeing file uploads at .txt files- this will cause an upload error Please remove any spaces in the file name This is also not allow you to upload Please make sure to select your assessment tool first If you do not have any kindergartners to report, please contact me and fill out an exception file. Waivers must go before the State Board and are not waivers from the collection, only from the use of an approved assessment tool

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 23

Student October

Student October Timeline 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 Timeline 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 Trainings Remember! Tomorrow, November 9th is the deadline for snapshots! Next week is the duplicate count process. Please refer to this training for more information: http://www.cde.state.co.us/datapipeline/october3120 18officehourduplicateprocessandsubmission

Student October Trainings The Duplicate Count Process & Submission PowerPoint training and webinar are now posted at: http://www.cde.state.co.us/datapipeline/snap_studentoctober And at http://www.cde.state.co.us/cdefinance/duplicatecount (this bottom link also has other duplicate count resources/information)  

Student October Trainings Revised ASCENT Slots should be received by today. A new foster care file was uploaded on Tuesday, November 6th. If your OC134 error is not correct please let me know. Still some issues with other errors. OC1, OC86 Not all exceptions are allowable. Be sure you’re referring to the Student October Count Audit Resource Guide in conjunction with the file layouts for the particular files you’re working on such as Demographic , SSA October Count Snapshot.  

Student October Request Please include your direct phone number and your 4 digit district code on your emails as this will help me to more quickly contact you. Also, please, please, please include the names of the files you upload into Syncplicity in your emails as this saves time trying to locate the file. Remember to use the Syncplicity file folders with “student” at the end. Districts may create sub-folders within their Syncplicity file folders in order to keep things organized.

Student October Updates A revised Title I list was uploaded on 11/7 if you were receiving Title I errors. If you receive an OC134 error please go ahead and update your district records to mark the student as free lunch eligible unless you think the error is an error in which case please contact me.

Student October Updates IMPORTANT PLEASE READ and REFERENCE! The CDE School Auditing Office has posted a memo to their website that addresses retained kindergarten students. The document link is: http://www.cde.state.co.us/cdefinance/retainedkindergartenstudents   This document is located on the pupil count page under “Resource Guides”:  http://www.cde.state.co.us/cdefinance/auditunit_pupilcount

Student October Updates Issues with COGNOS reports: “Summary of Homeless Students by Primary Nighttime Residence.” Duplicate lines (one for shelters and one for shelters/transitional living) issue has been corrected and the report is working as it should. Working to fix issues with COGNOS report “Students Excluded from Student October Snapshot.” Report should only be pulling students that are actually in error either in the demographic or school association files. Currently the Demographic Error Indicator Column and School Association Error Column are not pulling the data as it should.

Student October Updates Issues with COGNOS reports: “Pupil Count by Language, Section 504 & Program Service” has issues that CDE is working to fix. The General education column is populating incorrect counts. There are also other rows of disaggregated data that are now obsolete. The Student October Contact List is missing some contacts. CDE is looking into this. Let me know if other issues with COGNOS reports

Student October Updates SP125 error bug was put into production Tuesday night however there is still an issue.

Student October Updates November 9th is close at hand!!! Only a day to go!!! As of now here’s where all the LEAs stand 56 LEAs have submitted a Student October file That means we have 130 LEAs to go. That’s a lot!!! These numbers just reflect submittals not necessarily submittals that are error free

Student October Updates Congratulations to Districts Who Have Completed & Submitted their snapshot!!! I super appreciate your conscientiousness!!!! For those of you who are finished remember to press the “Submit to CDE” button 

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

Student October Tips 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 Tips 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 Tips 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 Tips 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 Tips A little wry joke to brighten your day: One day I sat thinking, almost in despair; a hand fell on my shoulder and a voice said reassuringly, “Cheer up, things could be worse.” So I cheered up, and sure enough, things got worse. “A smile is a curve that sets everything straight.” -Phyllis Diller Thank you for all your hard work! We’re slowly but surely getting to the finish line!!!

Student October Contact 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 Post Cross LEA Phase

Post Cross LEA Phase Timeline Thursday 11/29/2018: validation phase ends Monday 12/03/2018: final review of graduation and dropout rates begins Thursday 12/06/2018: final approval of data summary reports

Post Cross LEA SE903 Errors These students were coded as transferring to another public school in Colorado (’13’) but Data Pipeline is not showing them as enrolled later in the 2017-18 school year. Please verify the educational status of these students after exiting your district and change their Exit/Withdrawal Type Code as appropriate. Exit codes can be changed to 40, 00, 01, 02, 12, 14, 15, 16, 18, 19, 21, 50, 70, 90, 91, 92, 93 or 94.

Post Cross LEA SE903 Exceptions If you do have Adequate Documentation of a transfer in state, you’ll need to request an exception and save the documentation to your Syncplicity folder. Confirmation of Enrollment and Attendance/Records Request: A formal request for a student's education records to be used after the student has begun attending a new school. Request for Confirmation of Enrollment and Attendance: For use by the previously attended school district in instances when the current district program has not provided dates of Enrollment and Attendance as confirmation of a cross-district student transfer. http://www.cde.state.co.us/datapipeline/seyadequatedocs

Post Cross LEA – Resolving Errors Districts can only update the Exit Types for SE903 errors during this phase of the collection. While unlikely, it is possible to trigger other errors during this phase of the collection. Please contact Amanda Callinan if you have other errors in the snapshot error report as they will require exceptions in order to clear. You cannot change records on your own during this phase. 303-866-6961 callinan_a@cde.state.co.us

Post Cross LEA – Review Cognos Reports The Post Cross LEA phase also provides time for districts to ensure a final review of their snapshot, graduation rates, and dropout rates. These rates are finalized except for changes made due to Post-Cross LEA errors and AYG Reconciliation. Important Cognos reports to review: End of Year School Membership EOY School Membership and Dropout for Grades 7-12 EOY On-Time Graduation and Completion Rates

Post Cross LEA – Submit to CDE Student Profile Status Dashboard File Type - > Student End of Year Year -> 2017-2018 Organization/LEA Submit Submit to CDE

Special Education December Count

Next December Count Training Next December Count Training Webinar: Wednesday November 14th from 11:00 –12:30 Topic: December Count content - Student and Staff and error resolution tips  Login Information: https://cdeinfotech.adobeconnect.com/data_services/ Call-in number: 1-855-397-4421  

SAM OFFICE HOURS Webinar Upcoming Staff Approval Matrix (SAM) Office Hours Webinar: Wednesday December 5th from 1:00 –2:00    Link to SAM training slides posted online: http://www.cde.state.co.us/datapipeline/snap_sped-december under ‘Staff Approval Matrix Trainings’ section Login Information: https://cdeinfotech.adobeconnect.com/data_services/ Call-in number: 1-855-397-4421  

Special Education December Count Important Dates Thursday November 1st: Snapshot available Wednesday November 28th: Interchange files uploaded – Sped Child, Sped Participation, Staff Profile, Staff Assignment November Saturday December 1st: Official Count Date (or last date prior your school was in session) Thursday December 20th: All Interchange errors resolved and at least one December Count snapshot created December Wednesday January 23rd: All errors resolved – complete snapshot January 24 – 31 : Report Review January February February 4 – 14: Resolving duplicates February 14 - 21: Final Report Review February 21st : Final Deadline

Helpful Reporting Resources At this link you will find the following helpful resources: http://www.cde.state.co.us/datapipeline/inter_sped-iep Special Education Grant Codes PAI Coding Chart (PRINT!!) Educational Environments Facility Code Lists

Helpful Reporting Resources At this link you will find the following helpful resources: http://www.cde.state.co.us/datapipeline/snap_sped-december Staff Approval Matrix Training Sped ESSA In-Field Crosswalk December Count Exceptions Template

Special Education December Count – Questions? Special Education December Count contact information Lindsey Heitman – heitman_l@cde.state.co.us 303-866-5759 (Primary contact) Orla Bolger – bolger_o@cde.state.co.us 303-866-6896 *Please include your AU #, Error code # (if applicable), and phone number in emails  Resources Special Education IEP Interchange: http://www.cde.state.co.us/datapipeline/inter_sped-iep Special Education December Count Snapshot: http://www.cde.state.co.us/datapipeline/snap_sped-december 61

Human Resources

Human Resources Timeline November 1st HR Snapshot Opens 28th Staff Interchange files must be uploaded December 20th Staff Interchange files error free January 23rd HR Snapshot created 24th –31st Review Special Education Staff Report February 14th HR Snapshot error free 15th - 21st Snapshot Review 21st Final Deadline

Cognos -> Staff Profile -> Staff Licensing Status Notes and Status Reminder: License information available for ALL staff reported in the Staff Profile file Cognos -> Staff Profile -> Staff Licensing Status Displays current license if applicable for each record Based on the SSN reported in the staff profile file If there is no current license, record is not included in the report HR071 edit is now fixed; was displaying error for Quality Rating 5 incorrectly

Human Resources Snapshot information: Resources and Contact Information Human Resources Snapshot information: http://www.cde.state.co.us/datapipeline/snap_hr Annette Severson: severson_a@cde.state.co.us Staff Interchange information: http://www.cde.state.co.us/datapipeline/inter_staff Lindsey Heitman: heitman_l@cde.state.co.us Human Resources– Annette Severson – severson_a@cde.state.co.us

Teacher Student Data Link

PAUSED for majority of students REQUIRED for migrant students: 2018-19 Collection Status PAUSED for majority of students REQUIRED for migrant students: 8th -12th grade only Receiving partial or full credit for at least 1 course in your district TSDL– Annette Severson – severson_a@cde.state.co.us

Explanation of Pausing Collection Resulting from LEA feedback: challenges with collection Desire to ensure the collection is relevant and accurate Recent policy change allows CDE to pause data collection During this year, CDE will re-examine the TSDL collection with a stakeholder workgroup Clarify the intendent and purposes of the collection to meet policy objectives Better understand the impact and explore possibilities to reduce the burden TSDL– Annette Severson – severson_a@cde.state.co.us

Impact on LEAs without Migrant Students Course Instructor File does not need to be uploaded Local Course Codes are not required to be mapped within SSCC Course Enrollment file does not need to be uploaded TSDL snapshot does not need to be created or finalized TSDL– Annette Severson – severson_a@cde.state.co.us

Impact on LEAs with Migrant Students Course Instructor File does not need to be uploaded Local Course Codes must be mapped via Statewide Standard Course Code System (SSCC) for any 8th – 12th grade courses attended by migrant student(s) Course Enrollment file must be uploaded for 8th-12th grade migrant students only TSDL snapshot must be created and finalized for the migrant students TSDL– Annette Severson – severson_a@cde.state.co.us

November January June – August TSDL Timeline 2018-2019 SSCC Open- Map Local Course Codes 7th TSDL Interchange Opens January 17th TSDL Snapshot Opens June – August Finalize TSDL Snapshot * Remember, only Migrant Students are required to be included. TSDL– Annette Severson – severson_a@cde.state.co.us

TSDL Interchange Resources Course Code Documentation found at: https://www.cde.state.co.us/datapipeline/sscc-details TSDL Interchange Documentation found at: http://www.cde.state.co.us/datapipeline/inter_teacherstudent Deadlines File layouts and definitions Defects Business Rules Trainings Additional Resources – Frequently Asked Questions Contact: Annette Severson: severson_a@cde.state.co.us or 303-866-6824

Thursday, November 15th, 2018 9 a.m.-10 a.m. Thank You Next Town Hall: Thursday, November 15th, 2018 9 a.m.-10 a.m.