Data Pipeline Town Hall March 17, 2016 The goal of the webinar is to provide updates on the Data Pipeline and current and upcoming collections. These webinars also provide a forum for districts, BOCES, and Administrative Units to have questions answered about Data Pipeline. We will begin the webinar shortly Dial in number is 1-866-764-6750 Data Pipeline support email is datapipeline.support@cde.state.co.us

Webinar Etiquette Mute Your Phone (*# Mutes and Un-mutes Individual Phones); many phones have a mute button on them. If you receive a call and need to pick up, please disconnect from the webinar. Otherwise, all town hall participants hear your hold music! We will hold the Q&A session at the end of the presentation: Type it in the Chat Box for a response OR Raise Your Hand: A presenter will call your name After your name is called, un-mute your phone and speak your question/comment Please be respectful of others time; we may need to have a separate conversation later to best help you 2

Important Reminder Lists are generated from IdM groups LEAs are responsible for maintaining the groups Please be sure to update accounts for changes including no longer at your LEA, change of email, names, adding phone numbers. Thank you 3

Importance of Data Privacy 12/6/2018 Importance of Data Privacy Federal and state laws govern data privacy, confidentiality and security and require CDE to collect data that may include personally identifiable information (PII). Name, address, personal identifier Other indirect identifiers (e.g., date or place of birth) Information that, alone or in combination, is linked or linkable to a specific student that would allow a reasonable person in the school community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty. (§ 99.3) 4

How to Share Data Check local policies for restrictions Use secure-file transfer protocols Call CDE with questions about how to transmit PII securely Do not send PII over e-mail or fax Do not use PII in trainings Do not share PII with unauthorized individuals Do not share passwords For more information http://www.cde.state.co.us/dataprivacyandsecurity 5

Today’s Agenda Open Collections in Data Pipeline RITS READ Collection Student October Adobe Connect Changes Special Education End of Year Report Card March Data Pipeline Users Group SBD Statewide Course Codes CDE Data Collections Regional Tour

Introductions 7

Open Collections in Data Pipeline 8

Open Data Pipeline Collections Year Round Directory (4 Day School Week) RITS EDIS Periodic Report Card March (Opened March 1st - Closes April 8th) Access for ELLs SBD (3/14/2016 – 3/25/2016) 9

Open Data Pipeline Collections 12/6/2018 Open Data Pipeline Collections Snapshots Student End of Year (Soft Open) Teacher Student Data Link Coming Soon READ (Open April 1st – June 16th) Special Education Discipline (Interchange open April 11th) 10

RITS 11

RITS Please submit requests for SASIDS needed for assessments in a timely fashion. Don’t wait until the last minute as there is now a heavy volume of cases beginning to come in. Invitations for Syncplicity have begun going out for RITS/EDIS contacts. Thank you to the RITS/EDIS folks who took part in the regional trainings. 12

READ Collection 13

READ Collection Key Dates 12/6/2018 READ Collection Key Dates April 1: READ collection opens May 15: All districts create and submit beginning READ file to ensure correct file layout June 16: Districts complete submission of READ files by close of business – all submissions are finalized and submissions will be locked July 1: Districts resubmit with duplicates removed from file – the READ collection closes July 27: Final SRD numbers and funding are emailed to districts READ respondents and superintendents Week of August 10: Anticipate distribution of READ funds to districts 14

2015-16 READ Data Element Updates 12/6/2018 2015-16 READ Data Element Updates Include students in grades K-6 (all K-3 students enrolled at time of testing and grades 4-6 cohort students) Changes for students identified as having an IEP and the subsequent changes to the collection codes READ Status now excludes READ Status of 3 (3rd grade student took CoAlt or K-2 student eligible to take CoAlt) READ Test now excludes READ Test of 05 (Exemption: Special Education) READ Test now includes READ Test of 13 (Special Education student tested using alternative approved measures) READ Score for READ Test 13 will be ‘8888’ 15

READ - Identity Management Roles 12/6/2018 READ - Identity Management Roles Before you do any loads to Data Pipeline, ensure you have the correct roles: For uploading and editing the READ file: Submit and Modify Role REDLEAUSER For uploading, editing and submitting READ file: Approve Role REDLEAAPPROVER This is the group of people who will receive all communications for our collection through our list serve You will need to ask your Local Access Manager (LAM) for the necessary rights if you do not have them Please contact the READ collection manager (Whitney Westgaard) if you do not know your LAM to obtain this information 16

12/6/2018 READ - Webinar Support The Office of Literacy will be hosting an informational webinar about the 2016 READ collection on March 22, 2016 at 2:00 PM This webinar will be recorded and posted on our website if you are unable to attend Please go to http://connect.enetcolorado.org/r79yc1iv797/ or call +18668493625 to join the meeting We will review the data elements, business rules, FAQ document and reporting scenarios 17

12/6/2018 READ - Resources READ resources can be found at: http://www.cde.state.co.us/coloradoliteracy/readdatapipeline Data collection timeline Data Elements File layout (no change) Business Rules Webinar trainings Additional resources – Frequently Asked Questions 18

Additional READ Resources 12/6/2018 Additional READ Resources READ will attend Town Hall meetings starting today March 10, 2016 with updates: Information on reports Questions about submissions Clarification on data elements READ Collection Weekly Update email sent on Fridays Upcoming trainings Deadlines Defects 19

Questions? THANK YOU! Contact Whitney Westgaard 12/6/2018 Questions? Contact Whitney Westgaard Email: Westgaard_W@cde.state.co.us Phone: 303-866-6421 THANK YOU! 20

Student October 2016-2017 21

Student October – 2016-2017 Timeline Count Day: Tuesday October 4, 2016 Count Window: September 27 to October 11, 2016 Snapshots due: November 10, 2016 (Thursday) Draft timeline will be posted on Student October website 22

Adobe Connect Changes 23

Adobe The Town Hall on March 24th will have a different URL Please be sure to use the URL in next week’s Town Hall email notification Phone number will remain the same. 24

Adobe Please be patient as we transition to a new provider Sorry for any inconvenience THANK YOU to Will Yohon for his support for the last three years 25

Adobe At the end of today’s webinar, CDE will provide a link to the new environment Please help us test the new link Appreciate your patience through this transition 26

Special Education End of Year 27

Special Education EOY Resource Page 28

Special Education EOY- Important Dates May 2 - Snapshot available May July 7 - IEP Interchange errors resolved July 7 - At least 1 snapshot created by this date June Sept. 7 – All exception requests submitted by this date Sept. 12 – Interchange and Snapshot errors resolved Sept. 12-16: Report Review September October 6 - Final submission and reports due October 29

Special Education EOY-What’s New? NEW REASON FOR DELAY CODE ADDED TO PATH 2 57 - Referral received by the Administrative Unit with less than 60 days before the child’s third birthday • Path 2 - Reason for Delay in Completing the Evaluation C to B • Path 2 - Reason for Delay in Initial Eligibility Meeting C to B • Path 2 - Reason for Delay in IEP Implementation C to B 30

Special Education EOY- Who to Report AU Served Evaluated Detained at Detention Center in AU 31

Special Education EOY – Reporting Tips 12/6/2018 Special Education EOY – Reporting Tips *Report Path 1 children in school year they were evaluated *Report Path 2 and 3 students in school year the IEP was implemented *Only report INITIAL referrals/evaluations* Includes ages 0-3 evaluated for Part C Path 1 Includes ages 2.5-3.9 referred from Part C to Part B services Path 2 Includes ages 2.5-21 referred to Part B services Path 3 19

Where does the Snapshot extract data from? Special Education EOY Student Interchange School Association File (grade level) Demographics File IEP Interchange Child File Participation File 33

Special Education EOY – Questions? Lindsey Heitman – Collection coordinator heitman_l@cde.state.co.us 303-866-5759 Include the data team on all emails for quickest response: Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620 Orla Bolger –bolger_o@cde.state.co.us 303-866-6896 34

Report Card March 35

Report Card March Report Card March Collection is open until April 8th. File layouts and definitions can be found at: http://www.cde.state.co.us/datapipeline/per_report-march If you have any questions please contact Dennis St. Hilaire at st.hilaire_d@cde.state.co.us or call 303-866-6840.

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 37

Data Pipeline Users Group 38

Meeting Notes Reviewed notes from last meeting Group reviewed and provided feedback on Date First Enrolled change in the student interchange Reviewed a proposed Records Request/Confirmation of Enrollment & Attendance form 39

SBD/ Pre-Coded ID 40

SBD Information ACCESS for ELLs SBD for ACCESS for ELLs is open Open until Friday, March 25th, 2016 Did any districts use the SBD Extract using Student Profile? Please let us know if CDE should include this option on future SBDs

SBD Information ACCESS for ELLs The Data Pipeline Format Checker will report an error on the ‘Language Background’ field. Resolution: Please ignore this error. The file will still load. The following fields are blank when downloading data: Vendor ID Number Pre-ID Label  Cluster Tier This is expected behavior and the fields were not populated by the vendor

SBD Information ACCESS for ELLs Finding duplicate records in the vendor file download Resolution: Please see instructions on email Melissa sent earlier this week. SBD Extract using Student Profile middle name NMN shows as middle initial of N. Title I value is not calculated on the extract. It will be updated on upload.  Districts that have student school association records with the primary school flag set to zero may have duplicate records. The extract will only pull data for matching SASIDs.

Future SBD Dates SBD for CMAS (includes PARCC) SBD for ACT SBD for DLM Tuesday, May 31st, 2016 to Thursday, June 9th, 2016 SBD for ACT Monday, June 13th, 2016 to Monday, June 20th, 2016 SBD for DLM Monday, June 20th, 2016 to Monday, June 27th, 2016 SBD for PSAT To be determined

Contact Information Suggestions or Questions? Different members of the assessment data team are responsible for each SBD collection. If you have questions about a collection for a specific assessment, please contact the Assessment Unit staff member responsible for that collection. For general questions about SBDs, please contact Jasmine Carey carey_j@cde.state.co.us or Melissa Mincic mincic_m@cde.state.co.us You can also call the general phone number for the Assessment Unit at 303-866-6929 and Margo will direct you to the person who can best answer your question.

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 46

Statewide Course Codes 47

Statewide Standard Course Codes Please make sure you are replicating/uploading course codes for the 2015-2016 school year Course code mappings are required for Teacher Student Data Link collection and course proficiency report All courses should be mapped and loaded by March 31st 2016. TSDL snapshot is open More information http://www.cde.state.co.us/datapipeline/standardcodesprojectdetails 48

Statewide Standard Course Codes What courses need to be mapped? Please continue to map all courses When should I start converting to SCED version 3.0? As soon as possible. Next year CDE will be limiting courses to version 3.0 codes. Biggest change in the conversion is the prior to secondary codes mapping to the 01-22 subject areas Please see the SCED Version 2 file at http://nces.ed.gov/forum/xls/SCED_Version_2_030514.xlsx for crosswalk table Review information on the Prior-to-Secondary Crosswalk tab Migration from version 2 to 3 is addition of some new SCED codes 49

Statewide Standard Course Codes When can districts start uploading 2016-2017 codes? This is being researched. Request has been made to make it available. There is a delay due to limited resources What version of SCED am I using? Majority of districts are on SCED version 1.0 If you have not done any conversion of the codes you are on version 1.0 50

More information Statewide Standard Course Codes Website http://www.cde.state.co.us/datapipeline/standardcodesprojectdetails Replication steps documentation http://www.cde.state.co.us/datapipeline/201516replicatecoursecodes Questions? Kevin Smith Smith_k@cde.state.co.us 303-866-6723 51

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 52

CDE Data Collections Statewide Tour for Data Respondents 53

Statewide Tour Upcoming locations Jefferson County – Wednesday, April 27th Douglas County – Monday, May 2nd Colorado Springs – Wednesday, May 4th Ft. Morgan – Monday, May 9th 54

Statewide Tour Trainings will be two sessions Morning 9:00 – 12:00 Geared towards data respondents new to data collections or who would like a refresher Introduction and Overview of system Why CDE collects the data Lunch on your own Afternoon 1:00 – 4:00 More advanced material covered plus additional information including: Data Privacy Common concerns 55

Statewide Tour Who should attend? People who work with RITS or EDIS Anybody who works with Statewide Standard Course Codes Respondents who work with Data Pipeline collections Administrative Units and District data managers 56

Statewide Tour Please register via email to Genevieve Hale(hale_g@cde.state.co.us) or Kevin Smith(smith_k@cde.state.co.us) Indicate if attending morning, afternoon or both Include full name, email, and phone number in case of cancellation Any specific questions or material you would like to see 57

Thank you! Thank you to all of the gracious districts who hosted trainings Thank you to everybody who took time out of their busy schedule to attend the trainings It was great meeting all of you! 58

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 59

Adobe New Town Hall Link Please try to connect to: https://cdeinfotech.adobeconnect.com/cde-data-pipeline Type a small note in the chat box Examples: Happy St. Patrick’s day It worked 60

Thursday, March 24th, 2016 9 a.m.-10 a.m. Thanks for joining us today! Next Town Hall: Thursday, March 24th, 2016 9 a.m.-10 a.m. 61