Data Pipeline Town Hall August 23, 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 4
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
Service Alert Planned Maintenance On Tuesday, August 28th, 2018, the system will be unavailable from 5:00 pm until 5:00 am on Wednesday, August 29th, 2018 CDE apps will be available by 7:00 am on Wednesday, August 29th, 2018 Thank you!
Introductions
Today’s Agenda Open Collections in Data Pipeline Summer Town Hall Calendar Staff TSDL Directory Non-public Directory Special Education Discipline Special Education End of Year Student End of Year Student October RITS/EDIS
Open Collections in Data Pipeline
Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic Designated Agency (Due 8/31/2018) Financial December (Opened 8/15/2018) Interchanges Student Special Education IEP Staff Teacher Student Data Link (Closes 8/31/2018) Discipline Interchange (Closes 8/30/2018) 11
Open Data Pipeline Collections 12/5/2018 Open Data Pipeline Collections Snapshots Teacher Student Data Link Snapshot (Closes 8/31/2018) Student End of Year Snapshot Special Education Discipline Snapshot (Closes 8/30/2018) Special Education End of Year Snapshot Coming Soon Student October Non-Public Directory 12
Town Hall Summer Calendar
Town Hall Summer Calendar In the months of June, July and August, Town Hall will meet every other Thursday. Here is the schedule of days we will have Data Pipeline Town Hall. August 23rd – Weekly Town Halls will begin September 6th.
Data Services Staff
Data Services Staff Collection DSU Team Member RITS/EDIS Debbie Puccetti Migrant Brenda Meyer Directory/ Nonpublic Schools Dennis St. Hilaire Student October Genevieve Hale Human Resources Annette Severson December Count Lindsey Heitman Report Card March Dennis St. Hilaire School Discipline & Attendance Annette Severson Special Education Discipline Lindsey Heitman Student End of Year Amanda Callinan Special Education End of Year Kristi Gleason Statewide Standard Course Codes Annette Severson Teacher Student Data Link Annette Severson
Staff
Staff Interchange Timeline Wednesday, September 5, 2018 Staff Interchange Opens Thursday, November 1, 2018 Human Resources/Special Education December Count Snapshot Opens Wednesday, November 28, 2018 Interchange Files Uploaded At Least Once Saturday, December 1, 2018 Official Count Date Thursday, December 20, 2018 Interchange Files Error Free Detailed Human Resources Snapshot Timeline and Special Education December Count Timeline both posted at: https://www.cde.state.co.us/datapipeline/inter_staff
Staff Interchange Trainings Webinar Trainings will be offered in September: Monday, September 10th from 2 to 3 pm – for First Time Respondents Tuesday, September 18th from 10 to 11 am – for Respondents with some experience To join: https://cdeinfotech.adobeconnect.com/data_services/ and call in at: 1-855-397-4421
2018-19 Staff Interchange Updates Grant Codes: REQUIRED for the following job class codes: 201, 206 (Teachers), 222, 223 (Reading/Math Interventionists) and 415, 419 (Paraprofessionals) Still REQUIRED for all Special Education Staff Demonstrates In-Field Status 2 field was removed New Job Class code 224 - Board Certified Behavior Analyst (BCBA)
Staff Interchange information: Resources and Contact Information Staff Interchange information: http://www.cde.state.co.us/datapipeline/inter_staff Annette Severson: severson_a@cde.state.co.us (also HR) Lindsey Heitman: heitman_l@cde.state.co.us (also Dec Count) Human Resources Snapshot information: http://www.cde.state.co.us/datapipeline/snap_hr Special Education December Count Snapshot information: http://www.cde.state.co.us/datapipeline/snap_sped-december
TSDL
Issues with Status Dashboard Screen Last week - Data Pipeline Status Dashboard screen errored out for the TSDL snapshot NOW - CDE as now resolved the issue – you may now finalize the TSDL snapshot Deadline extended until September 7th 2018
Finalizing Data Once data is accurate-all reports reviewed and correct… TLS~LEAAPPROVER for district will need to ‘Submit to CDE’ TSDL Snapshot Status Dashboard (2017-2018): Submit to CDE
The TSDL data collection will be paused 2018-2019 Information The TSDL data collection will be paused Migrant Student Data STILL required to be reported All other data is NOT required to be reported Collection layout and process will remain as is for the Migrant Student data to be uploaded
Directory
Directory Dennis St. Hilaire st.Hilaire_d@cde.state.co.us Please go in and make sure your information in the Data Pipeline Directory is correct and up to date. Items to check for accuracy District District address and phone number Key Personnel Schools School Address and phone number Principal Principal email
Non-Public Directory
New Data Pipeline Collection Data Pipeline Non-Public Directory Dennis St. Hilaire st.Hilaire_d@cde.state.co.us New Data Pipeline Collection What is the Data Pipeline Non-Public 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 Directory Documentation http://www.cde.state.co.us/datapipeline/non-public_schools
Data Pipeline Non-Public Directory Dennis St. Hilaire st.Hilaire_d@cde.state.co.us Key Dates Collection open from October 1st thru December 1st 2018 Process CDE will send out a form to all of the identified non-public schools. Non-public schools will sent the completed forms to districts. Districts will enter into Data Pipeline the pupil counts and ensure directory data is correct. Districts will approve the non-public counts. Identity Management PIPELINE-0000-NPS~LEAVIEWER PIPELINE-0000-NPS~LEAUSER PIPELINE-0000-NPS~LEAAPPROVER
Data Pipeline Non-Public 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
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
Special Education Discipline
Special Education Discipline Deadlines Exception requests due ALL ERRORS RESOLVED! Reports Webinar 2-3 REPORT REVIEW Final Submission due to CDE REPORT REVIEW
Last Steps Create a new snapshot EVERYONE must have created a new snapshot as of AUGUST 1st or after- Thanks! **Thursday August 23rd: Complete Snapshot – ERROR FREE** Date by which you must have generated your complete Special Education Discipline Snapshot dataset by passing all interchange and snapshot validations in preparation for report review Thursday August 23rd – August 30th Report Review Week Director and data respondent review reports in detail and make any data corrections deemed necessary to ensure you are reporting valid and reliable data All changes must be made by end of day August 30, 2018 Thursday, August 30th: Final snapshot approval within Data Pipeline, upload signed reports to DMS. *Okay to do this as soon as soon as you’re ready!
Special Education Discipline Reports Checklist Helpful guide to use while reviewing reports Can be found under Snapshots/Special Education Discipline- posted under the Reports section Link to reports checklist: http://www.cde.state.co.us/datapipeline/specialeducationdiscip linereportschecklist
Review Week COGNOS Reports: found under Cognos Reports/Special Education Discipline SPI role – Special Education Respondent/Director responsibility: Signature Report - PDF *Detail Reports - for your information Signature Report- PDF `
SIGNATURE REPORTS DISTRICT District Authority Sign- Off Form (requested by Special Education Directors for data assurance purposes) ADMINISTRATIVE UNIT Data Summary Report (14 Pages) Year to Year Report (13 Pages) Year to Year Flag Explanation Document (WORD) 39
Where to Find the District Authority Sign Off Form District responsibility (DIS role) Found under Cognos Reports/Discipline Interchange 40
Which reports must be signed and uploaded to the DMS? Director Signed Reports + Flag Explanations (if necessary) SPED Data Summary Report (2014-2015 and newer) *found under Cognos Reports/Special Education Discipline SPED Year to Year Comparison Report *found under Cognos Reports/Special Education Discipline + Special Education Discipline Flag Explanations *found here: http://www.cde.state.co.us/datapipeline/snap_sped-discipline under Reports section Revenant data for Indicator 4 can be found in the Data Summary Report. The report with the heading “Indicator 4” has been changed to a detail report and does not need to be submitted to the CDE. The Sped Data Summary and Year to Year Report may be uploaded in the same PDF. The Flag explanations (if applicable) should be uploaded separately in a WORD Document. 41
Special Education Discipline- Discipline Action File Upload Special Education Discipline Snapshot Data: Discipline Action File Upload Dataset name has changed!!! Choose Dataset: Special Education Discipline (prior name was just “Discipline”) File Type: Discipline Action
Special Education Discipline: Questions? Special Education Discipline contact information Lindsey Heitman – heitman_l@cde.state.co.us 303-866-5759 (Primary contact) Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620 *Please include AU # and/or District #, Error code # (if applicable), and phone number in emails. Thank you! Link to Special Education Discipline Resources: http://www.cde.state.co.us/datapipeline/inter_sped-discipline http://www.cde.state.co.us/datapipeline/snap_sped-discipline 43
Special Education End-of-Year
Special Education End-of-Year Report Webinar Thank you everyone who joined us for the Special Education End-of-Year Report Webinar(s). The EOY data is used for: Indicator 11 (path 3 records) Indicator 12 (path 2 records) Part C Evaluations (reimbursement $ calculated from these) Exits (path 2 and 3 records) (including Indicators 1 and 2) Verify records reported in correct Path Special Education EOY – Kristi Gleason – (303) 866-4620 Gleason_k@cde.state.co.us
Where to Find SPED EOY Reports 12/5/2018 Where to Find SPED EOY Reports From Single Sign On > select Data Pipeline> Click Cognos Reports> Special Education EOY: Special Education EOY – Kristi Gleason – (303) 866-4620 Gleason_k@cde.state.co.us
Signature Reports in Cognos 12/5/2018 Signature Reports in Cognos Special Education EOY – Kristi Gleason – (303) 866-4620 Gleason_k@cde.state.co.us
Detail Reports to review now As December Count is right around the corner be sure to review the following Detail report for those kiddos who require complete reevaluations prior to December 1st “Listing of Children whose Disability needs to be Reevaluated by the next December 1 Count” A detail listing of children who are reported as a Infants/Toddlers with a Disability (12) and will be three or older on December 1st of the next reporting period. A detail listing of children who are reported as Developmental Delay with a Disability (11) and will be nine or older on December 1st of the next reporting period. To ensure you are reporting all your graduates please refer to the follow Detail Report which provides information on students as exited with a Basis of Exit 90 Graduated with a Regular Diploma: “Listing of Students Considered to be Graduates” Make sure you have reported your graduates from each high school. The lists for Indicator 14 provided the following summer come from this data. This is part of Indicator 14 Special Education EOY – Kristi Gleason – (303) 866-4620 Gleason_k@cde.state.co.us
Part C to B Data Special Education EOY – Kristi Gleason – (303) 866-4620 Gleason_k@cde.state.co.us
a couple of initial checks to look into Data Validity Checks a couple of initial checks to look into SY282 – Review and Research these warnings. If a student actually transferred instead of dropping out then researching and correcting the Basis of Exit code will help improve Dropout results for Indicator 2 Possible Transfer, this student is reported as in attendance (not exited) at another AU/SOP. Please check with your Regular EOY counterpart to see if this student actually transferred instead of dropping out. If your data is reported accurately you may disregard this warning. Special Education EOY – Kristi Gleason – (303) 866-4620 Gleason_k@cde.state.co.us
Data Validity Checks SY278 and SY279 – Please review these warnings and check for date inconsistencies. Did Special Education Services really begin before the Date IEP was Implemented? Please verify that you have reported all the Path 1 records you should be reflecting the number of Part C evaluations your AU completed regardless of whether the child was found eligible or not eligible. So far 11 AUs are not reporting any Path 1 records Please verify that you have reported all the Path 2 records you should be reflective of the number of C to Be Transitions this year Special Education EOY – Kristi Gleason – (303) 866-4620 Gleason_k@cde.state.co.us
Pipeline Reports “Records Not in Snapshot” Identify records missing from snapshot due to: Interchange Errors Criteria issues such as excluded PAI codes or mismatched SASIDS or LASIDS Records missing from either Child or Participation Do you have SY107 or SY108 errors? Check this report first! Special Education EOY – Kristi Gleason – (303) 866-4620 Gleason_k@cde.state.co.us
Missing Records Other places you can find the list of missing records: 500 level Warnings on your summary and detail error reports Special Education/File Extract Download Special Education EOY – Kristi Gleason – (303) 866-4620 Gleason_k@cde.state.co.us
Records Missing from Snapshot (Cont’d) Warning Messages WARMING CODE Description SY501 Participation Record missing from EOY snapshot due to PAI code (Note: Records with PAI Code 23, 24, 31, 32 are not pulled into snapshot). SY502 Participation record missing from EOY snapshot due to interchange error. SY503 Child Record missing from EOY snapshot due to Interchange error. SY504 Child Record missing from EOY snapshot not in error (there should be another message for this record with details) SY505 Participation record does not have a corresponding child record. SY506 Participation record and child record have different LASIDS. SY507 Child record does not have a corresponding participation record. SY508 Participation Record missing from EOY Snapshot due to a Special Education or Part C Referral code of 00 (Note: records with a Special Education or Part C Referral Code of 00 are not pulled into the EOY snapshot).
NEW Warnings SY295 - Student is being reported as exiting with an exit type of 70, 90, 92, 93, or 94 in the regular EOY collection Double check the student's exit records to ensure you're reporting applicable exits from Special Education. SY296 - These students are currently reported as attending in your AU with no exit code, AND are also being reported by a district within a different AU in the next school year. Double check your records to verify whether the student failed to return to your AU in the fall and an exit code and date are necessary.
SY108 Business Rule SY108 This rule triggers for the following reason(s): An error exits at the IEP Interchange An IEP Interchange file (child or participation) didn’t successfully process Criteria Issue Check the Pipeline “Records Not in Snapshot” Report Merged SASID An exception request may still be used for SASID merges or unusual circumstances Student exited over the summer or in the prior year and has not returned to your AU this year
Student exited over the summer or in the prior year Let’s take a closer look at this scenario as there has been confusing around added records. The system is looking for records of students who were not exited in the 2016-2017 Special Education and are not included in the 2017-2018 IEP Participation file.
Missing Exit Resolution You can add the records for the students in the 2017-2018 IEP Participation file with an “Entry” and “Exit Date” of 07/01/2017 and appropriate “Basis of Exit”. This will resolve SY108 when you create a Snapshot. You can provide the “Basis of Exit” in the EOY Update Prior Year Exit Types in the Data Pipeline under Special Education section. By adding the “Basis of Exit” the record from your 2016-2017 Snapshot will be automatically added to the 2017-2018 Special Education EOY Snapshot with an Exit Date of 07/01/2017 and the “Basis of Exit” code you provided. In the COGNOS report “Snapshot Records: Special Education EOY Snapshot Records” you will see records that were added through the EOY Summer Exits screen in column B “EOY Summer Exit” = Y. You’ll notice the record count between the Participation file will be different than the EOY Snapshot with the addition of these records.
Exceptions You may find the Special Education EOY Exception Template and Instructions here http://www.cde.state.co.us/datapipeline/specialeducationeoyexceptiontemplate EXCEPTION TYPE ERROR CODE (S) INFORMATION NEEDED IN "COMMENTS AND EXPLANATION" Grade to Age SY250 Please provide student's age and details of why student is not in an age appropriate grade. Student Dropped Out Prior to Age 17 SY247 Please provide the Date of Birth, Date of Exit, and an explanation of details regarding the student's drop out prior to the age of 17 and attempts made to retain the student in school. Primary Disability of 11 or 12 and outside acceptable age range SY111, SY112, SY113 Please provide the Date of Birth, The Sped Part C Referral Code being reported, and an explanation of why the student's disability has not been updated. Student Reported in Error on Previous SPED EOY SY108 May still be used for Merged SASIDS Student Reported in Error on December Count SY107, SY109 Please provide the Date of Exit, Basis of Exit, and reason the student was reported in error (i.e. not exited prior to 12/1) on the previous December Count. Special Education EOY – Kristi Gleason – (303) 866-4620 Gleason_k@cde.state.co.us
Helpful Email Protocol Subject: Business Rule #, Report Name, Upload Issue In the body of the email as much information as you can about the students circumstances. Include what errors a student is getting Snapshot from Frontline on the student is also helpful If you need to provide more detail put together a word document and pop it into Syncplicity. Do not send over full SASIDs or Student’s Names please Include your phone number Special Education EOY – Kristi Gleason – (303) 866-4620 Gleason_k@cde.state.co.us
Special Education EOY Contacts Special Education EOY contact information Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620 (Primary contact) Lindsey Heitman – heitman_l@cde.state.co.us 303-866-5759 Orla Bolger – bolger_o@cde.state.co.us 303-866-6896 *Please include your AU #, Error code # (if applicable), and phone number in emails Special Education EOY – Kristi Gleason – (303) 866-4620 Gleason_k@cde.state.co.us
Student End of Year
Student End of Year September 9th is the soft deadline to submit the Student End of Year snapshot. September 13th is the final deadline for the Student End of Year submission. About 40% of districts still need to complete their snapshots. Thank you to those districts who have already completed and submitted their snapshots! The new Student End of Year contact is Amanda Callinan. You can reach Amanda by email at callinan_a@cde.state.co.us or by phone at 303-866-6961.
Student October
Student October Student October is fast approaching and as such webinar trainings have been scheduled for both new data respondents and for veteran respondents. The webinar training dates can be found at this link: http://www.cde.state.co.us/datapipeline/2018-2019studentoctoberfalltrainingschedule Also important to note is the Student October Timeline which can be found at: http://www.cde.state.co.us/datapipeline/2018-2019studentoctobertimeline Please note the information to tune into the webinar is: https://cdeinfotech.adobeconnect.com/data_services/ Phone: 855.397.4421 This year there are relatively few changes to Student October Count. Currently the Student Interchange is open if you want to begin uploading your Student Demographic file or your Student School Association file New Student October Contact-Genevieve Hale at: hale_g@cde.state.co.us or 303-866-6970
Student October It’s critically important to stick to the Student October collection deadlines! Do not wait until the last minute to upload files. For those of you with specific funding questions, the 2018 Student October Count Resource Guide that the CDE School Auditing Office (formerly FAST) has created is a great resource: It can be found at: http://www.cde.state.co.us/cdefinance/studentoctobercountauditresourceguide2018 If you run into any problems or have any questions please don’t hesitate to contact Genevieve at CDE. New Student October Contact-Genevieve Hale at: hale_g@cde.state.co.us or 303-866-6970
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 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 Timeline Free and Reduced Lunch – Variance Waiver 2018-2019 Free and Reduced Lunch should be as of the Count Day or carried forward from prior year. Carry forward can be used if the Count Day is within the first 30 school days For 2018-2019 if the Count Day is not within the first 30 school days districts may request a Variance Waiver to use carry forward status Variance waiver is for At-Risk calculation and not the child nutrition program Written requests for Variance Waiver required: Submitted to Jennifer Okes, Chief Operating Officer (okes_j@cde.state.co.us) Addressed to Commissioner of Education Deadline for Submission is September 15, 2018 Please make sure Pupil Count Coordinator and Nutrition Director are informed of the request and/or approval of Variance Waiver.
Student October Timeline General Duplicate Count Process Begins once all districts have submitted their Student October Snapshot to CDE Three business days after running the duplicate process Duplicate Documentation is due to The CDE School Auditing Office Three business days after documentation received decisions will be sent to districts Because the deadline for the Student October Snapshot is November 9th, all documents are due to the School Auditing Office on November 13th and decisions will be made by November 16th. Signature Page Due Thursday, December 6th: Signed by Secretary of Board of Education If your district needs an extension please send me an email with the day when your School Board Secretary will be able to sign the form Check notes
Student October Timeline The pupil enrollment count date (i.e. Student October Count date) is usually October 1st of every year unless that date falls on a Saturday, Sunday or major religious holiday. This school year 2018-2019, the October Count Date is Wednesday, October 3rd. Alternative count date requests must be submitted in writing to the CDE School Auditing Office by: September 15, 2018. Please submit them to Aaron Oberg at oberg_a@cde.state.co.us Please make sure Pupil Count Coordinator (Rebecca McRee) is aware of the alternate count date.
Student October Contacts Data Element Contact Contact Information Language Background, Language Proficiency, Language Instructional Program Morgan Cox Cox_M@cde.state.co.us 303.866.6784 School Food Service Eligibility (Free and Reduced Lunch) Rachael Burnham 303.866.2450 burnham_r@cde.state.co.us Alternate Assessment Participant, Program Participants: District-Funded HSED Program Shangte Shen Shen_S@cde.state.co.us 303.866.6877 Special Education Transition, Primary Disability Orla Bolger Bolger_O@cde.state.co.us 303.866.6896 Post-Secondary Program Enrollment Mary Anne Hunter Hunter_Mary@cde.state.co.us 303.866.6596 Pupil Attendance Information (PAI) Parents Residence for Non-Resident Students Country/State/District Contractual Agreement with Third Party Participations: Independent Study Program Participations: Expelled Education Rebecca McRee McRee_R@cde.state.co.us 303.866.6805
Student October Contacts Data Element Contact Contact Information Public School Finance Funding Status, County Code of Residence for Joint School Districts Tim Kahle Kahle_t@cde.state.co.us 303.866.6818 Colorado Continuously, Continuous in School, Continuous in District, Date First Enrolled in US Marie Huchton Huchton_M@cde.state.co.us 303.866.6203 Immigrant, Title I Donna Morganstern Morganstern_D@cde.state.co.us 303.866.6209 Entry Grade Level, School Building Code, District Code Dennis St. Hilaire St.Hilaire_D@cde.state.co.us 303.866.6840 Entry Date, Entry Type, Exit Withdraw Date, Exit Withdraw Type, Retention Next School Year Amanda Callinan Callinan_A@cde.state.co.us 303.866.6961 Student Name, Date of Birth, Gender, Student Unique State ID (SASID), LASID Debbie Puccetti Puccetti_D@cde.state.co.us 303.866.6612
Student October Timeline For Vendors Please note that the October Count Date for the 2018- 2019 School Year is Wednesday, October 3rd for any SIS updates. Please note changes in the Student Demographic File as well as the Student School Association File for any SIS updates. An email will be sent with all changes to vendors.
School Auditing Office 12/5/2018 School Auditing Office Reminders: Review the Student October Count Audit Resource Guide Identify unique student and course types that are relevant to your district Make sure you have processes in place for collecting required audit documentation in electronic format Coordinate with district program staff. 75
School Auditing Office 12/5/2018 School Auditing Office Reminders: Visit the School Auditing Office’s Website Audit Process Webpage Complete and return the Audit District Contact Form (if you need access to your district’s audit Syncplicity folder) Complete the Pupil Count Audit Questionnaire (and upload it to the audit Syncplicity folder) Pupil Count Webpage Student October Count Audit Resource Guide Forms (samples and required) Internal CDE Resources Duplicate Count Webpage 76
Audit Syncplicity Folders All districts have an audit sycnplicity folder for transferring and sharing audit documentation for audit purposes Naming convention for district folders is: District Number_District Name_Audit_FAST For example: 0010_Mapleton 1_Audit_FAST Each audit syncplicity folder contains subfolders: At-Risk Count Audit Report Duplicate Count Pupil Count Transportation
Audit Syncplicity Folders Within these folders, there are additional subfolders for each corresponding count. For example, October 2018 Districts will be required to upload duplicate count documentation during the duplicate count process into the “Duplicate Count” folder in early to middle November Once duplicate count is over, districts are encouraged to upload all required audit documentation for October 2018 into the “October 2018” subfolder found within the “Pupil Count” folder. You must be given access to this folder. If you are the audit contact for your district, and you do not have access, you will need to complete the “Audit District Contact Form” and email it to audit@cde.state.co.us. Once received, we will update our database and share the folder with you.
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
RITS/EDIS
RITS/EDIS SYSTEM ENHANCEMENT
RITS/EDIS ENHANCEMENT The RITS and EDIS Systems is going to be modernized and some enhancements to the functionality of the system will be implemented. The following items have been suggested: 1.RITS/EDIS to check across fields for names rather than one field at a time 2.LEA to see comments that are input into Web/READ for correspondence between LEA and RITS/EDIS Consultant 3.In Add/Update Fields show that a name change occurred sometime in the past 4. DOB automatically tab from each field
RITS/EDIS ENHANCEMENT 5. A means to check in the system when cases have been released from case management 6. Prohibit resubmission of a student/educator if the case is still in review 7. Next page button at the bottom and top of the Match Tool Page 8. Increase the number of visible pages in the Match Tool View, 25,50 &100 9. In the Download Report distinguish between READ, Batch and Web 10. In the Data Pipeline put the buttons in the order of operations- Format Checker, Data File Upload, Validation Report, Batch Maintenance
RITS/EDIS ENHANCEMENT 11. Remove or rename the RITS Match Report to Higher Education button in the Data Pipeline Page and make it only visible to CDE & higher Education 12. In SASID Download Report have the batch default to be in alphabetical order by last name 13. In the SASID Download Report allow the capability to search for one or multiple LASID’s or a download report capability in which the LEA would list the LASID’s they would like the status of and the system returns a report that states the status of the LASID record 14. Immediate archival of deceased students or records that were submitted as students but it is the parents 15. A report or pop up that yields the information of duplicate SASID’s when uploading into pipeline if there is more than one LASID from the school district for the same student (Submitted as a bug currently)
RITS/EDIS ENHANCEMENT 16. *When doing a Batch Submissions if the SASID/EDID field is blank the LEA would receive an error 17. In Cognos Reports when selecting the batch specifications next to the batch number the date of the batch is visible as well 18. *On student/educator search page reorder the order of the boxes to FN, MN, LN 19. If school is changing in the School Directory populate the change in RITS before July 1 20. *Adding a field for generation i.e. Jr III, etc.
RITS/EDIS ENHANCEMENT 21. *Date first enrolled trackable in RITS 22. Create a report in COGNOS of students where the identifying information is different between the submission and the selected match. This would take place in the case in which the LEA suspects that the submitted student and the possible match are indeed the same. The LEA would have the capability to then send the differences in demographics to the schools for verification
RITS/EDIS WELCOME NEW RITS/EDIS USERS If you are a new RITS/EDIS Respondent please call or email to schedule a training appointment. Thank you Debbie Puccetti Puccetti_d@cde.state.co.us 303-866-6612
Thursday, September 6th, 2018 9 a.m.-10 a.m. Thank You Next Town Hall: Thursday, September 6th, 2018 9 a.m.-10 a.m.