Data Pipeline Town Hall February 11, 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 Special Education December Count Adobe Connect Changes Student End of Year Student Interchange 4 Day School Week Report Card March Data Pipeline Users Group SBD/PreCoded Id Statewide Course Codes CDE Data Collections Regional Tour 6

Introductions 7

Open Collections in Data Pipeline 8

Open Data Pipeline Collections Year Round Directory (4 Day School Week) RITS EDIS Periodic Finance (February 28th 2016) 9

Open Data Pipeline Collections 12/6/2018 Open Data Pipeline Collections Snapshots Special Education December Count Human Resources Student End of Year (Soft Open) 10

Special Education December Count 11

Final Snapshot Due Wednesday, February 10, 2016 – Thursday, February 11, 2016 Final report review AND data file approval. Date by which all records must be passed all Interchange and Snapshot validations, reports reviewed and Approved by the Administrative Unit, and electronically submitted to CDE.   Final report review and approval means: All records are complete and have passed all Interchange and Snapshot validations. 100% of the records that will be submitted for this collection must be included and passed ALL edits. Thursday, February 11, 2016 Special Education December Count Closed and ALL Final reports are signed and submitted. See Page 5 of the Timeline for a list of reports 12

For all your hard work on the December Count collection!!! 13

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 14

Suggestions for Reducing Rural Data Burden 15

Reducing Rural Data Burdens CDE is gathering suggestions on ways to reduce data burdens in rural districts. Possible suggestions: Waivers Changes in processes or collection timing Changes in laws Consolidate data collections Other great ideas…. Please be specific on suggestions and how it would ease data burdens. Submit to st.hilaire_d@cde.state.co.us 16

Highly Qualified Teachers ESSA Transition 17

HQ ESSA Information available at: http://www.cde.state.co.us/fedprograms/hqtessatransition If you have questions please forward them to Jennifer Simons at simons_j@cde.sate.co.us 18

Adobe Connect Changes 19

Adobe Connect Changes CDE is looking at a number of different vendors for large capacity webinar seminar rooms over 200 users. If CDE changes webinar providers it would impact Town Halls No decision made yet but we want to let Town Hall users know so there is minimal impact CDE may continue with Adobe which would mean no impact. 20

Identity Management 21

Identity Management Upgrade March 1st is the rollout date for the new Delegated Administration application (11g) Soft release meaning you can still use the old version (10g) Again, if you create users on the new version you must continue April 5th old version of the user provisioning goes away All of the 10g users will be automatically “migrated” to 11g Pre Release - Informational Webinars (Demo / Q&A) scheduled: Tuesday February 23rd from 9 to 10 am Tuesday March 1st from 9 to 10 am Meeting invites going out to all LAM’s and requested individuals this week Trying to determine what meeting service that will be used Again, if you are not a LAM, but you want to attend, let us know 22

Identity Management Upgrade We will provide updates at next town hall on the changes in the LAM access during the next town hall February 18th Providing slides for the upcoming Data Collection State tour Planning Questions and Answer sessions continuing through March – 8th, 15th, 22nd & 29th Tuesday’s from 9-10 am Meeting is of course optional Meeting purpose Quick update on the transition Questions & Answers from the districts 23

Identity Management Upgrade Questions / Concerns on the demonstration 24

Student End of Year 25

Student End of Year Soft Open for Student End of Year is today. Districts may begin uploading student interchange files and creating snapshots for the 2015-16 school year Trainings and Documentation will be provided closer to the full open in May Questions? Please contact Duncan Anderson anderson_d@cde.state.co.us or 303-866-6970 26

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 27

Student Interchange 2016-2017 28

Changes for 2016-2017 Last Friday (February 5th) EDAC Approved some changes for 2016-2017 2016-2017 file layouts at: http://www.cde.state.co.us/datapipeline/inter_student DEM Changes: REMOVED FIELDS: Student Address, City, State, Zip Code, Primary Telephone, Secondary Telephone, and Email Primary Disability code 07, REMOVED 29

Changes for 2016-2017 2016-2017 file layouts at: SSA Changes http://www.cde.state.co.us/datapipeline/inter_student SSA Changes NEW FIELDS: Gifted and Talented for: General Intellect, Creativity, Leadership, Reading, Writing, Math, Science, Social Studies, World Language, Visual Arts, Drama and Theater, Musical, Dance, Psychomotor Old Gifted Field will be kept for 2016-2017 and removed in 2017-2018 30

Changes for 2016-2017 The 2016-2017 file layouts and definitions are not finalized More changes are likely on the way Changes will be announced once approved by EDAC 31

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 32

Directory 4 Day School Week 33

Directory Put First Year District when on 4 day school week 34

Directory 4 Day School Week Application Submit Your Annual Four-Day School Week Application by May 13, 2016 School districts operating a four-day school week (less than 160 scheduled days per school year) are required to submit a request for approval. Only for schools that include grades 1-12. To be considered for the of 2016-2017 school year, please complete the application via Data Pipeline by Friday, May 13, 2016. Districts requesting approval are not obligated to follow their proposed calendar if their local planning is not finalized. 35

Directory In addition to submitting the four-day application through Data Pipeline, DISTRICTS Accredited with Priority Improvement Plan or Accredited with Turnaround Plan that are submitting a district-wide application for all schools within the district need to submit the following additional information separately to Jhon Penn at penn_j@cde.state.co.us: A copy of their respective school calendars, building class schedules, assembly schedules, bell schedule including lunch time interval and professional development calendar. CDE will review the additional materials for the use and prioritization of instructional time. The executive director of field services and deputy commissioner must recommend approval of the application before it is forwarded to the commissioner for consideration. 36

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

Report Card March 38

Report Card March 2015-16 Report Card March 5 optional fields (as notified in earlier Town Halls) Blended Learning Flag Flexible Schedule Flag Immediate Progress Toward Graduation Flag Newcomer Center Flag Work-based Education Flag Change (0=No, 1=Yes, 2=NA) Reason for change was RCMAR uses forms and files so blanks could not be used if a district chose not to report. (Default 2=NA) 39

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 40

Data Pipeline Users Group 41

Data Pipeline Users Group Meeting Today Agenda Review of last meeting Feedback on Staff Interchange Snapshot IEP interchange modifications School Discipline and Attendance collection questions Issues and Concerns Next meeting March 10th    2:00 – 3:00 42

SBD/ Pre-Coded ID 43

Dynamic Learning Maps (DLM) DLM Test preparation No Pre-ID pull. KITE is open Please update student information in the KITE system. Data will be locked down on March 7th Note: This date has changed. We will let you know when there is further information. DLM SBD will be in May/June, 2016 We anticipate that the SBD process will be similar to what was used in spring, 2015, however, we are reviewing that process to see what improvements can be made. Please note DLM will replace the previous 11th grade alternate assessment for 2015-16 (there will not be a separate collection for the 11th grade alternate)

SBD Information ACCESS for ELLs SBD for ACCESS for ELLs week of March 14th, 2016 SBD process will be similar to what was used in spring, 2015 Please maintain student information in vendor system This will help reduce changes required during SBD process

CMAS (includes PARCC) Student test window is 4/11/16 – 4/29/16. SBD for CMAS will be in late June/early July, 2016 SBD process will be similar to what was used in summer, 2015 Please update student information in vendor system

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. 48

Statewide Standard Course Codes 49

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 end of February 2016. TSDL snapshot opens on February 29th More information http://www.cde.state.co.us/datapipeline/standardcodesprojectdetails 50

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 51

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 52

Statewide Standard Course Codes Three Two duplicate webinars Connect using: http://enetlearning.adobeconnect.com/data_services/  Phone number: 1-866-764-6750 Dates: Wednesday, February 10th from 9:00 – 10:00 Tuesday, February 16th from 11:00 – 12:00 Thursday, February 18th from 3:30 – 4:30 Email was sent out 53

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 54

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 55

CDE Data Collections Statewide Tour 56

Statewide Tour Starting on the Western Slope Looking to add additional locations in Eastern Colorado and Metro area in the Spring 57

Statewide Tour Visiting seven locations Pueblo – Monday, February 22nd Trinidad – Tuesday, February 23rd (Afternoon only) Alamosa – Wednesday, February 24th Durango – Thursday, February 25th Craig – Friday, February 26th Grand Junction – Monday, February 29th Frisco/Dillon – Tuesday, March 1st 58

Statewide Tour First location change Pueblo training has changed to the following address: Paragon School 3000 Lakeview Ave Pueblo, CO 81005 Room 10 & 11 Communication will be sent out with the new address 59

Statewide Tour Trainings will be two sessions Morning 9:00 – 12:00 Geared towards people 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 60

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 61

Statewide Tour An email was sent out with details Please realize trainings are weather dependent 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 62

Statewide Tour Please let us know if there is anything specific you would like to see at a training. More trainings will be planned in the spring for the Eastern plains and Metro area. Please let hale_g@cde.state.co.us or smith_k@cde.state.co.us if you would like to host a training. 63

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 64

Thursday, February 18, 2016 9 a.m.-10 a.m. Thanks for joining us today! Next Town Hall: Thursday, February 18, 2016 9 a.m.-10 a.m. 65