Data Pipeline Town Hall October 13th, 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 12/8/2018 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 CRDC Student October Student End of Year Special Education IEP

Introductions 7

Open Collections in Data Pipeline 8

Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic December Finance Interchanges Staff Student Special Education December Count IEP and Staff Interchange 9

Open Data Pipeline Collections 12/8/2018 Open Data Pipeline Collections Snapshots Student End of Year Student October Coming Soon ACCESS Pre-ID (Extract Nov 10th) Human Resources (Snapshot Nov 3rd) Directory - Update Board Membership (November) 10

Civil Rights Data Collection (CRDC) 11

2015-16 CRDC LEAs asked to verify contacts and school lists AWS (Advance Website) is open Updates are due by September 30th (Oops, missed it!) 179 districts have gotten into AWS 179 districts have completed verification https://crdc.grads360.org/#program Partner Support: (855) 255-6901 or crdc@aemcorp.com 12 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us

2015-16 CRDC 13

Student October 14

2016-2017 Student October Thursday 15th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST September Wednesday 5th: Count Day Thursday 6th: Deadline for first student interchange upload Thursday 13th: Suggested date for error free interchange files Thursday 20th: Deadline for creating first snapshot Thursday 27th: Suggested date for error free snapshot October Monday 7th 5pm: Suggested snapshot submission date Thursday 10th 5pm: Legislated snapshot submission deadline Tuesday November 29th: Last day to resubmit snapshot November 15 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us

2016-2017 Student October Steps in the October Process: Upload Student Interchange Files Resolve Errors Either by changing coding or requesting exceptions Request Exceptions via Syncplicity using the exception template Create Snapshot By changing coding in Student Interchange Files Or requesting exceptions Validate data using Cognos reports Don’t Forget: Home School Data (Under Student Profile in Pipeline) 16 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us

2016-2017 Student October Date First Enrolled in US Common Errors Common Questions on Date First Enrolled: How do I look up CDE Calculated Values? Cognos reports > Student Profile > Date First Enrolled in US Report Column called: Calculated Date First Enrolled Contains the calculated value Column called: Date First Enrolled in US Contains the value as it currently is in the SSA file Review SSA Error Detail Report in Cognos Common Errors SP450 – Date Entered More Recent than Calculated Date SP448 – Date Cannot be Calculated because of 14 entry type 17 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us

2016-2017 Student October Student Transfers within the window: If a student enrolled in your district during the count window, but after the count day. Can you count them? Maybe. Yes when: Student was not enrolled in another Colorado School District on the Count Day or on that district’s approved alternate count day Student was enrolled in a Colorado or other state’s schools during this school year prior to enrolling in your district https://www.cde.state.co.us/cdefinance/studentoctoberauditresourceguidetransferstudents To get counted you must submit Transfer Enrollment Exception Request to me. 18 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us

2016-2017 Student October Cognos Reports to Review Most reports are useful in their own way here are a few to focus on when creating snapshots, reviewing OC errors, and prepping for the duplicate process Students Excluded from Student October Snapshot Lists students excluded from snapshot because they did not meet October Requirements Snapshot Records Excluded Due to Profile Errors Lists students excluded from snapshot because of DEM or SSA errors District Summary of CPP Allotments If you have errors related to CPP/ECARE slots this report should help District Summary of Post Secondary Programs To Review your ASCENT slots Summary of Pupils Being Reported by Another District A report to allow the resolution of duplicates prior to duplicate process 19 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us

2016-2017 Student October Office Hours: 12/8/2018 2016-2017 Student October Office Hours: Thursday October 13 - 11am-12pm Tuesday October 18 – 1pm-2pm Thursday October 27 – 2pm-3pm Tuesday November 1 – 9am-10am Link: https://cdeinfotech.adobeconnect.com/data_services Phone: 1-855-397-4421 20 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. Contact Morgan Holmgren: 303-866-6961 Holmgren_m@cde.state.co.us 21

Student End of Year 22

12/8/2018 2015-16 End of Year Schedule We’ve now entered the Cross LEA phase (September 26th to Thursday October 20th) You district should be unlocked if you have warnings that require district attention. If you cannot select your district in the Cross LEA error report, you don’t have warnings for the Cross LEA If you are not currently unlocked and need to make a change to your EOY data (such as a student miscoded as a graduate) please email Duncan You must create a new, error free snapshot after you’ve made changes or loaded adjustments. You’ll need to resubmit your snapshot by October 20th Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 23 Student End of Year — Duncan Anderson — 303.866.6970. anderson_d@cde.state.co.us

Helpful Links http://www.cde.state.co.us/datapipeline/snap_eoy 12/8/2018 Helpful Links http://www.cde.state.co.us/datapipeline/snap_eoy This is the main page for the Student End of Year This site contains links for training, templates, instructions and business rules Step by step instructions for Cross LEA process Start here if you’re new to the Cross LEA See the main page above for more specific instructions for each warning Frequently Requested Codes Please see this page for the list of approved facility school and approved detention centers. This can be used to validate SE807/SE808 warnings Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 24 Student End of Year — Duncan Anderson — 303.866.6970. anderson_d@cde.state.co.us

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 25

IEP Interchange 26

Upcoming Trainings October 10, 2016 9-10:30 am October 10, 2016 1-2:30 pm October 17, 2017 1-2:30 pm October 18, 2017 3-4 (shorter) To join: https://cdeinfotech.adobeconnect.com/data_services/ Call in number: 1-855-397-4421 27 27 Special Education IEP — Kristi Gleason — gleason_k@cde.state.co.us

ESSU Data Management System Just learned there was an issue moving the 2016-17 Special Education IEP Child and Participation files from DMS to the Data Pipeline There was some confusion around the opening Child Count should now be available Please let us know if you encounter any issues. 28 28 Special Education IEP — Kristi Gleason — gleason_k@cde.state.co.us

Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 29

Thursday, October 20th, 2016 9 a.m.-10 a.m. Thank you for joining us today! Delicious autumn! My very soul is wedded to it, and if I were a bird I would fly about the earth seeking the successive autumns. -George Eliot Next Town Hall: Thursday, October 20th, 2016 9 a.m.-10 a.m. 30