Data Pipeline Town Hall January 29, 2015 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

Introductions 3

Today’s Agenda Open Collections in Data Pipeline Human Resources 11th Grade Alt Assessment Student End of Year Course Codes October Count SASID Lookup Special Education December Count Special Education Discipline 4

Open Data Pipeline Collections 5

Open Data Pipeline Collections Year Round Directory RITS EDIS TSDL – Interchange open 6

Open Data Pipeline Collections Snapshot Special Education December Count (January 22th 2015 – February 3rd 2015 AUs research and make file changes to resolve duplicate and data validity issues) RITS EDIS Directory Special Education IEP Interchange Student Interchange Staff Interchange Special Education December Count Snapshot 7

Open Data Pipeline Collections Snapshot Human Resources (January 30th 2015 HR Snapshot error free to provide adequate time to review HR reports for accuracy) EDIS Directory Staff Interchange Human Resources Snapshot 8

Open Data Pipeline Collections Snapshot 11th Grade Alternate Assessment Student Interchange Directory RITS 9

Human Resources 10

Timeline Goal dates (not required) Friday, January 30th 2015 – HR snapshot error free to provide adequate time to review HR reports for accuracy Deadline - Friday, February 20th 2015 Required to have HR snapshot error free and finalized before or on this date No penalties to finalize early

Technical Assistance (TA) Requests for TA is at a higher volume this week Priority at this time is as follows: File upload issues Edit issues, errors and then warnings HR report questions related to FTE, or HQ report I thank you all for your patience and hard work! 12

Defects in Progress HR107 – errors for school code 9980, which should not be getting the error for any district. Cognos – Highly Qualified Report: HQ Teacher column – fixed for majority, however still an issue for others showing N when it really should be Y. HR007 – full time teacher at each school, have entered exceptions to those appropriate requests in meantime. 13

Defects Fixed Recently HR009 – now displays school code along with edit Cognos – Highly Qualified Report: Number of Classes taught is not showing blank for any record 14

FAQ: How do I check my Status? Best source is the Status Dashboard (can be used for Staff Profile, Staff Assignment and Human Resources Snapshot status) 15

Status Dashboard Screen part 1 There are 18 errors in this Staff File Staff File was Processed! Staff File was Processed on this date and time, 16

Status Dashboard Screen part 2 Not processed = no error count Staff Assignment File was NOT Processed! 17

Next Steps – based on Status Dashboard information IF errors are in Staff Profile or Staff Assignment…. Review errors using Cognos (Staff Profile folder) or Pipeline Reports Correct records in file Re-upload corrected file IF no errors in Staff Profile AND Staff Assignment file, but Human Resources has N in Data Exists Create HR Snapshot 18

Next Steps – based on Status Dashboard information IF no errors in Staff Profile and Staff Assignment file but there are errors in the Human Resources Snapshot: Review errors using Cognos (Human Resources folder) Correct records in staff interchange file(s) Re-upload corrected file(s) IF no errors in Staff Profile and Staff Assignment file and Human Resources Snapshot: Review reports in Cognos (Human Resources folder) for accuracy Finalize by using ‘Submit to CDE’ if appropriate Signature pages are sent to me via email or fax (303) 866-6888 19

Resources Staff Interchange: http://www.cde.state.co.us/datapipeline For Highly Qualified questions: email Jennifer Simons at simons_j@cde.state.co.us Documents posted online in staff interchange link Human Resources: http://www.cde.state.co.us/datapipeline/snap_hr 20

Contact Information Annette Severson: Email: severson_a@cde.state.co.us Email: datapipeline.support@cde.state.co.us Phone: 303-866-6824 Fax: 303-866-6888 In emails or voicemail messages, please include: District Code Error code(s) if applicable Where assistance is needed; such as ‘files won’t upload’ or ‘getting error HR### for EDID ######## and I don’t know why’ 21

11th Grade Alternate Assessment 22

Step-by-Step Guide for Snapshots and Test Orders 11th Grade Alternate Assessment for the Colorado ACT Data Pipeline Collection 2015 This PowerPoint is designed to assist District Assessment Coordinators and Data Respondents with the entry of student response scores following the administration of the 11th Grade Alternate for the Colorado ACT April 1-25, 2014. Please call or email if you have questions. Linda Lamirande Exceptional Student Services Unit Lamirande_L@cde.state.co.us 303-866-6863 23

11th Grade Alternate Assessment for Colorado ACT : Resources Assessing Students with a Disability Webpage - 11th Grade Alternate This snapshot collection is for students with a significant cognitive disability who meet participation guidelines to take an alternate assessment for the state required Colorado ACT Resources for DACs and Data Respondents Recorded Webinar and PowerPoint – General overview of the 11th Grade Alternate Performance Level Descriptors – This rubric will equate the student’s calculated score responses to descriptor abbreviations: No score; Fast Facts Preparation Resources 24

Step-by-Step Guide Creating a Snapshot and Ordering Test Materials Data Pipeline 2015 LEAUSER – can enter student scores LEAAPPROVER can approve and submit the data collection to CDE

11/28/2018 Login Each person has an individual secure sign on. You will not share passwords. If you have a problem, check with your LAM.

Jan. 27-Jan. 31 Take a Preliminary Snapshot 11/28/2018 Jan. 27-Jan. 31 Take a Preliminary Snapshot Data Respondent Creates Preliminary Snapshot Check Student October fields: enrolled grade level alternate_assessment_participant fields Correct any Errors District Assessment Coordinator Verify Roster against IEP Submit Test Order So after access and user role is assigned, we’ll begin the steps of the collection. The first snapshot you will take is a January Preliminary Snapshot. It will serve two important purposes: Create and verify the roster of testing students; correct any errors. Remember, the data we use is that the student is enrolled in the 11th Grade and that they are qualified to participate in alternate assessment. Check the file layout document for details about these two fields. 27

Initial Data Pipeline Screen 11/28/2018 Initial Data Pipeline Screen Data Respondent Please NOTE: The roles and responsibilities of personnel are assigned at the district level. The arrows that say, “Data Respondent” or “District Assessment Coordinator – DAC” are simply for demonstration purposes. First click the 11th Grade Alternate Assessment tab

Take Preliminary Snapshot 11/28/2018 Take a Snapshot Data Respondent Click on Snapshot… Take Preliminary Snapshot

Preliminary Snapshot 11/28/2018 Snapshot Screen– Select File Type = Students for 11th Alt Assess School Year 2014-15 District drop down list

Snapshot 2014-15 Successfully completed message will appear at the top 11/28/2018 Snapshot 2014-15 Snapshot Screen– Select File Type = Students for 11th Alt Assess School Year 2013-14 Select your Organization/LEA from drop down box SEARCH (These screen shots are from our pilot and do not reflect any authentic data, so yours may look slightly different. ) Successfully completed message will appear at the top

Status Dashboard Status Dashboard Data Respondent 11/28/2018 Check the Status Dashboard…(next slide) Status Dashboard

11/28/2018 Status Dashboard Data will not exist until you take the Preliminary Snapshot --Select File Type = 11th Grade Test Scores School Year Select your Organization/LEA from drop down box Data Exists - will be Yes If you do not have any eligible students, it will return: No Records Found

Edit Data Edit Data - Create student roster of eligible students 11/28/2018 Edit Data Edit Data - Create student roster of eligible students Compare and verify with ACT list. Make sure counselor, or person responsible for ACT, understands about the ACT with Accommodations and does not confuse that with the 11th Grade Alternate Assessment. Check all IEPs to verify student is eligible to participate in alternate assessment DAC Being able to pull a roster of eligible test takers should give us excellent reliability in ensuring all students participate appropriately in the 11th Grade Alternate Assessment for the Colorado ACT. Please coordinate with the district personnel who are responsible for registering students to take the Colorado ACT or ACT with accommodations. That is done through the ACT system. The 11th Grade Alternate is entirely separate and is only for students who typically participate in alternate state assessment.

11/28/2018 Edit Data Screen From the Edit Data Screen, choose the school year – 2014-15 35

11/28/2018 Edit Data Screen Organization - And you can search for one student specifically by entering the SASID or name Again, this is just a test screenshot with “dummy data” created from Cherry Creek 36

Edit Data Screen SEARCH to create the roster of students 37

Verify the Roster Here’s your roster! 11/28/2018 Again I remind you this is fictitious test data…. This list is compiled of students who are enrolled in 11th Grade and are eligible for alternate assessment. 38

Troubleshooting Check: Enrolled in 11th Grade 11/28/2018 Troubleshooting Student name not on roster? Wrong student on roster? Check: Enrolled in 11th Grade Student School Association File Check: Eligible for Alternate Assessment Student Demographics Student Information System District reported If you feel there are errors, then the two source files are the Student School Association for enrolled in 11th Grade and/or the Student Demographics for the ALTERNATE_ASSESSMENT_PARTICIPANT (sometimes referred to as the “CoAlt Flag”) 0= not eligible 1=alternate assessment participant 39

Number of test packets to order 11/28/2018 Number of test packets to order Again I remind you this is fictitious test data…. There is a total number at the top. You would use this number to order test materials. You will be sent that number. Please do not “pad” your order. If necessary, you can duplicate an extra packet in the event you get a new student. 40

Feb. 3-7 New Test Order Tab EVERY DISTRICT WILL SUBMIT AN ORDER NEW! 11/28/2018 NEW! Feb. 3-7 New Test Order Tab District Assessment Coordinator Orders Materials – NOW IN DATA PIPELINE Use your verified Roster= # needed Feb. 3-7 Order test materials EVERY DISTRICT WILL SUBMIT AN ORDER ZERO= no eligible students OR NUMBER of test packets NEEDED Coordinate with Facility Schools EACH district will submit an order, whether you have any eligible 11th Graders testing or not. Let me repeat…..EVERY district will submit an order….. ZERO = no 11th Grade students testing this year NUMBER NEEDED: ______________ The screen will be found as a separate tab called “Test Order” under the “11th Grade Alt Assess” tab and is not part of the status dashboard. The user will select School Year and Organization, and then the BOCES will be automatically populated. When the Search button is clicked, the information for that School Year and Organization will populate the name, address, email, and test number information. The user can modify any of that information as well as enter in the number of tests to be ordered, then click Save. 41

Order Test Packets Now in Data Pipeline 11/28/2018 NEW! Order Test Packets Now in Data Pipeline Preliminary Snapshot Verify Roster Order Test Packets Jan. 27 Data Pipeline CDE will print and distribute the test packets to DACs. We will move the mailing distribution window up a week earlier than this year to March 3-14 to accommodate Spring Break times. Make sure all test administrators have been trained and distribute materials March 18-March 31st prior to the opening of the testing window. Failure to have the tests delivered to the test administrators in a timely fashion may constitute a misadministration. In fairness to Test Administrators and students, it is important that they be afforded the full testing window to complete the 36 performance tasks. Then when the testing window closes, the data entry window opens for the DAC to enter the student’s scores. Feb. 3-7 Complete the Test Order and Save

Order Test Packets Now in Data Pipeline 11/28/2018 NEW! Order Test Packets Now in Data Pipeline EXACT SHIPPING ADDRESS of Person who is responsible to RECEIVE & Distribute Materials This is the test development slide for the new Test Order form. The new Test Order tab is now active in the system. If there is information pre-populated, simply review, make any needed corrections, and enter the number of packets needed. Be sure to hit the SAVE button.

Order Test Packets Now in Data Pipeline 11/28/2018 NEW! Order Test Packets Now in Data Pipeline If your district does not have any eligible 11th Grade Students this year, enter 0 (zero) and SAVE. If you do happen to get a student in before the opening of the testing window, your test administrators can watch the recorded training and we will overnight a packet to you. No Eligible Students THIS YEAR? ENTER ZERO

You are welcome to call or email with questions! Linda Lamirande Accommodations & Assessment Specialist Exceptional Student Services Unit Colorado Department of Education 303-866-6863 Lamirande_L@cde.state.co.us Datapipeline.support@cde.state.co.us This material was developed under a grant from the Colorado Department of Education.  The content does not necessarily represent the policy of the U.S. Department of Education, and you should not assume endorsement by the Federal Government. Here is my contact information and website. I sincerely thank you for your time and effort which has contributed to great success with the 11th Grade Alternate Assessment.

LEAAPPROVER Correction LEAAPPROVER role for 11G needs to be assigned to somebody within the district This does not have to be the Special Education Director Sorry for the miscommunication System limitation Only a district person is able to approve the collection Complete by January 24th 46

Create snapshot and order tests All districts need to create 11th grade snapshot Please create the 11th grade alternate assessment snapshot this week. All districts need to enter a value in the test order form Not testing – Enter zero in test order form. Testing – Fill out form and enter number of tests. Complete by February 7th 47

Student End of Year 48

End of Year 2014-2015 2014-2015 End of Year snapshot Snapshot opens on February 2nd. 2014-2015 schedule posted at http://www.cde.state.co.us/datapipeline/snap_eoy Schedule is similar to 2013-2014 school year Remind schools to continue to work on collecting adequate documentation. 49

Course Codes 50

Statewide Course Codes Required for Teacher Student Data Link All districts are required to map courses Upcoming Trainings February 10th 9:00 – 10:00 February 12th 3:00 – 4:00 Email will be sent to SSCC administrators 51

Statewide Course Codes 2014-2015 Course mappings schedule Trainings on February 10th and 12th Replicate prior year courses Focus on secondary courses Map and load courses by Thursday, March 26th More information http://www.cde.state.co.us/datapipeline/standardcodesprojectdetails 52

Student October 53

Student October 2015 – Keeping abreast of changes Loaded to the Student October snapshot website http://www.cde.state.co.us/datapipeline/snap_studentoctober, a PPT of Changes for Student October 2015 The document name is: Changes For Student October 2015 (PPT) Some (edit changes) may be effective earlier than that (at the Interchange level) – will make note in the PPT New! Will include relevant edit changes in that PPT Currently it contains a new CPP/age edit requested by The Office of Early Learning 54

Student October 2015 – new document The Field Analyst Team (FAST) is working on an audit-related FAQ document Expected to be posted in the summer Audit-related questions in the current Student October FAQ have been removed FAST is the data owners of the audit-related aspects of Student October Knows the current regulatory requirements for audit-related data, processes, and documentation Have preferences for wording and responses Final decisions and authority on the data 55

Looking Up a SASID 56

SASID Look-up with Data Pipeline If the LEA used data pipeline to submit students for SASIDS, the LEA may check the status of the SASIDS by using the SASID Download Report link on the left side of the main RITS screen. After clicking on the SASID Download Report link, select the LEA and the batch # (given when file uploaded to data pipeline) then select the sort order and press the refresh report button. At that point the selected document will display showing each individual student’s name and SASID status. If there is a SASID that’s been issued, it will show the SASID. If the student went into case review due to a potential match the list will state that next to the student’s name. 57

SASID Look-up with RITS If the LEA uploaded a student(s) for SASIDS directly into RITS, then the district can check the SASID status by going to the Student Search/Update link on the left side of the main RITS screen. The LEA will, using their own spreadsheet, will have to keep track of students’ submitted and their SASID status. If the student is not automatically issued a SASID when entered into RITS, that means the case went into case review. It’s imperative that the LEA develop a system to keep careful track of who they are submitting. Often, CDE gets questions about students that weren’t yet submitted. 58

Special Education December Count 59

Around the bend The duplicate process is coming to an end. CDE will rerun the duplicate checks again this week to determine if all the duplicates have been resolved. This is also your opportunity to ensure all the data that is to be reported has been reported. Next Wednesday, February 3rd is the date by which Administrative Units must have resolved all duplicates and recreated the Special Education December Count Snapshot passing all Interchange and Snapshot validations. February 4th through February 5th - Final Report review February 5th – All Final Reports are signed and submitted. See full list in the expanded timeline on-line. Respondent with the DEC approval role will submit files to CDE. DO NOT SUBMIT PRIOR TO February 5th please. 60

Special Education Discipline 61

Special Education Discipline 2014-2015 Changes Program Code field added to the Discipline Action Interchange file layout http://www.cde.state.co.us/datapipeline/20142015disciplineactionfilelayoutanddefinitions 62

Quick Note About IdM Reminder to LAMs to be sure and update accounts in IDM if there is a change for a respondent. If the respondent is no longer employed be sure and disable the account. CDE no longer oversees the respondent accounts. 63

Next Town Hall: Thursday, February 5th, 2015 9a.m.-10a.m. 64