Data Pipeline Town Hall June 30, 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 1/12/2019 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 Town Hall Summer Calendar Reminder Identity Management Special Education End of Year Special Education Discipline Student Interchange READ Student End of Year Student Biographical Data

Introductions 7

Open Collections in Data Pipeline 8

Open Data Pipeline Collections Year Round Directory School Code Changes (Closes June 30th) RITS EDIS Periodic School Discipline and Attendance (Closes today- 6/30/2016) SBD for PSAT (7/6/2016 – 7/15/2016) 9

Open Data Pipeline Collections 1/12/2019 Open Data Pipeline Collections Snapshots Student End of Year Teacher Student Data Link READ (Close 7/1/2016) Special Education Discipline (7/7/2016 all interchange errors must be resolved) Special Education End of Year Coming Soon 10

Town Hall Summer Calendar 11

Summer Calendar Town Hall - will hold the meeting every other week in the summer. We will meet on - June 30 July 14, 28 August 11, 25 Next Town Hall on July 14th! 12

Identity Management 13

Identity Management Upgrade CDE has targeted July 12th for the release date of the final version The current (10g) version will be supported through July 26th Final release will address all outstanding known issues LEA’s can continue to use both the legacy system through that date All users and roles continue to be migrated from 10g to 11g Questions and Answer sessions continuing through July Next Q&A session is scheduled for Tuesday July 12th at 9:00 am Don’t wait for the meeting, report any issues right away Meeting Information: The URL: https://cdeinfotech.adobeconnect.com/lam/ Conference Bridge 1-866-764-6750 14

Identity Management Upgrade Questions or concerns about the rollout? 15

Special Education Discipline 16

Discipline (students with disabilities) 15-16 Special Education Discipline - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us 17

Discipline (students with disabilities) UPCOMING DEADLINE DUE DATES WHAT IS DUE DISTRICT RESPONSIBILITY ADMINISTRATIVE UNIT RESPONSIBILITY Thursday, July 7th, 2016 Date by which Interchange errors must be resolved DISCIPLINE INTERCHANGE (LEVEL 1) STUDENT INTERCHANGE (LEVEL 1) Date by which IEP Interchange errors must be resolved IEP INTERCHANGE (LEVEL 1) 18 18 15-16 Special Education Discipline - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us

Discipline (students with disabilities) BUGS REPORTS DATA SUMMARY REPORT NUMBERS ARE INACCURATELY REPORTED YEAR TO YEAR 19 15-16 Special Education Discipline - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us

Discipline (students with disabilities) Questions Special Education DISCIPLINE 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 *Please remember to include the following in your email: DISTRICT # AU # Subject of the email (e.g. error code #) You phone number. Thanks 20 15-16 Special Education Discipline - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us

Special Education End of Year 21

Special Education EOY ***Due Date Approaching ***   Thursday July 7, 2016 Date by which IEP Interchange errors must be resolved and at least one 15-16 Special Education End-of-Year Snapshot created. IEP Interchange (level 1) errors resolved At least 1 snapshot created Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us 22

Special Education EOY - At a Glance 1/12/2019 May 2 - Snapshot available May July 7 - IEP Interchange errors resolved July 7 - At least 1 snapshot created by this date July Sept. 7 – All exception requests submitted by this date Sept. 12 – Interchange and Snapshot errors resolved Sept. 12-16: Report Review September Sept. 19 - 28: Resolving duplicates Sept. 28 - Oct. 5: Report Review October 6 - Final submission and signed reports due October Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us 23

Special Education EOY - Updates BUG(S) Error SY112 – current bug with this error. Should be fixed by next Tuesday. FIXED Error SE071 – disability code 07 accidentally removed from 15-16 for a short time Wednesday. Fixed now! NEW File Extract Option now available for the IEP Interchange Child and Participation Files Special Education-File Extract Download allows you to extract one spreadsheet that includes all appended files for a specific school year Snapshot extracts coming soon Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us

Special Education EOY: Questions? Special Education EOY 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 Orla Bolger – bolger_o@cde.state.co.us 303-866-6896 *Please remember to include your AU #, Error code #, and phone number. Thanks. 25

Student Interchange 26

1/12/2019 2016-2017 Student Interchange The 2016-2017 Student Interchange is scheduled to open on July 15, 2016 We are still working on the development of the 2016-2017. When the interchange opens it will still be a work in progress with the 2016-2017 changes. Please let us know if something looks like it isn’t working properly and be patient as we work through issues. 27 16-17 Student Interchange Morgan Holmgren holmgren_m@cde.state.co.us

2016-2017 Student Interchange Questions? 1/12/2019 2016-2017 Student Interchange Questions? If you have any questions specific to your district please email or call me at: Holmgren_m@cde.state.co.us 303-866-6961 28 16-17 Student Interchange Morgan Holmgren holmgren_m@cde.state.co.us

READ Collection 29

READ Collection Key Dates 1/12/2019 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 30

1/12/2019 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 (updated 4/12/16) RD216 is now a Warning and not an Error Webinar trainings (recorded webinar from 3/31) Additional resources – Frequently Asked Questions and Assessment Cut Scores 31

Student End of Year 32

1/12/2019 2015-16 End of Year Schedule THANK YOU to districts who have cleaned up their interchange files RECOMMENDED DEADLINE: Correct Snapshot level errors by Thursday, July 28th Errors on the interchange level? Please see http://www.cde.state.co.us/datapipeline/inter_student for more information Errors on the snapshot level? Please see http://www.cde.state.co.us/datapipeline/snap_eoy for more information Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 33 Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us

SE104 Errors One of the most common errors in End of Year is SE104 If a grade K-12 student was reported last year with Exit Type=00 in the last detail record, they must be reported this year with an Entry Type = 00, 02, 03, 11, 90 or 91, in the first detail record. Students must have a record in the subsequent year if they leave with a 00. It can be a record with a 08012016 entry date, 02 entry type, 08022016 exit date and the appropriate exit type. Other Common Reasons: Primary school flag must be set to 1 School Code must be a valid school in your district Pupil attendance must be between 01 to 08 34 Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us

Exception Requests Load your exception files into your Student Syncplicity folder in my.syncplicity.com Send an email when the file has been uploaded. An email will be sent back once the exceptions have been loaded. Please let me know if you need access to your districts Syncplicity folder or more instructions on how to use it. 35 Student End of Year — Duncan Anderson — 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. 36

Student Biographical Data (SBD) Review 37

SBD for PSAT Wednesday, July 6th, 2016 to Friday, July 15th, 2016 Can submit invalidations ahead of time through Syncplicity instead Contact Shangte Shen (shen_s@cde.state.co.us) for Excel template Complete template Upload file to Syncplicity folder:  ####_CMAS_SBD (Assessment Syncplicity) Send e-mail to Shangte Shen (shen_s@cde.state.co.us) to notify him that file is posted Please DO NOT submit invalidations through Syncplicity if you plan to participate in SBD 38 Melissa Mincic Mincic_M@cde.state.co.us 

SBD for PSAT: Data Pipeline Review Wednesday, July 6th, 2016 to Friday, July 15th, 2016 CMAS/PARCC invalidations: http://www.cde.state.co.us/assessment/2016cmasvoidntreasons Not tested codes Student does not test If student does not test and no code is reported, field will default to ‘Absent’ Void codes Will override scored assessments Void scores ONLY for CDE reporting; won’t go back to College Board 39 Melissa Mincic Mincic_M@cde.state.co.us 

SBD for PSAT: Data Pipeline Review SBD for DLM and PSAT Only one option for Extract Type for downloading vendor file 40 Melissa Mincic Mincic_M@cde.state.co.us 

CMAS/PARCC/CSLA SBD Review: Submitting Your Final SBD File Be sure to submit your final data file to CDE Two-step process! Check on Status Dashboard in Data Pipeline Overall Status column = ‘P’ > Final data file NOT submitted Overall Status column = ‘A’ > Final data file IS submitted 41

Post-PSAT SBD Review Districts will receive final files from CDE through Syncplicity File layout for final file will be posted on Tuesday, July 5, 2016 File in CSV format 42

Assessment Unit ‘Trainings’ Website 1/12/2019 Assessment Unit ‘Trainings’ Website https://www.cde.state.co.us/assessment/trainings ‘Data Trainings’ SBD Manual SBD Review Webinar (PPT) Webinar (Recording) CDE’s Data Pipeline system is used for SBD reviews. General information about the SBD collections can be found using the navigation menu on the main data pipeline webpage. The link to the main data pipeline webpage is provided at the top of this slide. Links for Assessment collection websites are under the Periodic Collections on the left side of the main page. Melissa Mincic Mincic_M@cde.state.co.us  43

SBD Review Resources Link to the Assessment Unit Data Pipeline Manual for SBD https://www.cde.state.co.us/assessment/2016sbdmanual Links to SBD review webinar trainings PPT slides: https://www.cde.state.co.us/assessment/2016cmassbdtrng Recording: https://enetlearning.adobeconnect.com/p76tesubo6b/?launcher=false&fcsContent=true&pbMode=normal 44 Melissa Mincic Mincic_M@cde.state.co.us 

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 questions about the PSAT SBD, please contact Shangte Shen shen_s@cde.state.co.us For general questions about SBDs, please contact Melissa Mincic mincic_m@cde.state.co.us Jasmine Carey carey_j@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. 45 Melissa Mincic Mincic_M@cde.state.co.us 

Thanks for joining us today! Next Town Hall: Thursday, July 14th, 2016 9 a.m.-10 a.m. 46