Data Pipeline Town Hall December 20, 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 3

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

Introductions

Today’s Agenda Open Collections in Data Pipeline Assessments Pre-ID Labels Directory RITS/EDIS Civil Rights Data Collection (CRDC) Special Education December Count HR Snapshot Student October

Holiday Calendar Town Hall will be off on December 27th and January 3rd. We will start back up weekly on January 10th.

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic December Finance Designated Agency Interchanges Student Special Education IEP Staff 10

Open Data Pipeline Collections 2/19/2019 Open Data Pipeline Collections Snapshots Special Education December Count Human Resources Coming Soon 11

Assessment Pr-ID Labels

Assessment Pre-ID Jasmine Carey

Pre-ID Data Pull Pre-ID data is demographic data pulled by CDE and sent to the assessment vendors Data is pulled from the October Count collection, there is no data collection for Pre-ID Pulling from October count prevents data issues caused by trying to create an additional data collection (missing participants) or pull directly from the interchange (bad data, duplicate records) All vendors require the data far in advance of testing so they can provide paper materials where required WIDA ACCESS is sent in November for January testing All others are sent in January for testing starting in March/April

Data Review Pre-ID can be reviewed in the vendor systems for the following assessments: WIDA ACCESS WIDA AMS student management portal Data has been available for review and editing since November Contact: Heather Villalobos-Pavia (villalobos-pavia_h@cde.state.co.us) CMAS/CoAlt Science and Social Studies Pearson Access Next system Data will be available on January 7th for review and editing Contact: Sara Loerzel (loerzel_s@cde.state.co.us) CoAlt ELA and Math (DLM) DLM Educator Portal Data will be available on January 10th for review and editing Contact: Mindy Roden (roden_m@cde.state.co.us) Access to these systems are provided by the DAC to other district level users

SAT Data Review The College Board system does not have a student data portal where the data can be reviewed and edited The Pre-ID data that is sent to College Board will be available through Data Pipeline You will need an SAT SBD user role Go to File Extract Download under the SAT SBD collection Choose File Type -> Vendor and Extract Type -> Pre Coded Labels The collection will be available in production starting January 10th after the file is loaded to College Board No edits can be made to the file but this will provide a baseline for which students you will receive labels for and to help prepare for SBD The file will remain available until SBD closes

General Data Questions: Jasmine Carey Assessment Contacts General Data Questions: Jasmine Carey Carey_j@cde.state.co.us 303-866-6634 Shangte Shen Shen_s@cde.state.co.us 303-866-6877

Directory

Data Pipeline Directory Reminder of the need to keep the Data Pipeline Directory up to date. We are getting ready for our submission to the US Department of Education. Check and make sure that the Addresses and Phone numbers are correct for the District and Schools. Make sure that Principal Name and Email address is correct. Make sure the Virtual Type is correct for the school.

Data Pipeline Directory

Data Pipeline Directory Make sure that the Board Membership is up to date in the directory. Make sure the Vendor Information is up to date – This assists Data Collection owners to assist districts with different vendors – Especially if there are issues surrounding a collection.

Data Pipeline Directory Make sure that if you have a charter school in your district that the Charter Management Organization is up to date on the school tab.

Reminder to make sure you put in your Non-Public school data. Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st.Hilaire_d@cde.state.co.us Reminder to make sure you put in your Non-Public school data. What is the Data Pipeline Non-Public Pupil Count/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 Pupil Count/Directory Documentation http://www.cde.state.co.us/datapipeline/non-public_schools

Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st.Hilaire_d@cde.state.co.us Important: Since the non-public school pupil membership counts become a significant component in computing allocations for federal programs. Please make sure that you enter as many non-public school students as possible into the non-public schools collection. If you do not put the counts in it will impact funding from the grants fiscal unit. Do not miss out on these funds because you did not enter in the non- public school counts!

Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st.Hilaire_d@cde.state.co.us

Data Pipeline Non-Public Schools and Directory Dennis St. Hilaire st Data Pipeline Non-Public Schools and 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

RITS/EDIS

RITS/EDIS Modernization Project We have started to implement the enhancements to the RITS and EDIS Systems. The following items are either in production or will be pushed out to production very soon. SASID Download Report In the SASID Download Report in RITS in the Case Type Dropdown you will see the three ways in which you can search - READ, Batch and Web. Case Type will automatically default to READ and the Download File Format will automatically default to CSV upon opening the SASID Download Report

RITS/EDIS Modernization Project SASID Download Report Cont.

RITS/EDIS Modernization Project RITS READ Error Messaging When submitting a RITS Read file and you have one or more of the exact same record(s) in the file, the error messaging has been changed. The error messaging previously was very vague stating “contact the system administrator”. The error messaging will now say - ‘A duplicate record(s) was found in your file. The following values, last name, first name, middle name, gender and DOB must be unique in your uploaded file. Please correct and resubmit.’ You will be able to correct your error(s) and submit your file through the Edit Record Screen to the Match Tool. Student History Report The district code was only displaying in the Last District to Update Field you will now see the district name. The record displayed will show the history of the student for the last two years as it pertains to your district.

RITS/EDIS Modernization Project Date of Birth Functionality – In the Student Search/Update screen when entering the Date of Birth the system will automatically tab over to the next field for you, saving you key strokes.

RITS/EDIS Modernization Project We will continue to keep you informed of the enhancements that we push out to production. If you notice anything unusual within these upgrades while working in the system please let us know. Thank you for your continued support as we move forward with this project. Debbie Puccetti RITS/EDIS Consultant 303-866-6612 Puccetti_d@cde.state.co.us

2017-18 Civil Rights Data Collection (CRDC)

2017-18 Civil Rights Data Collection (CRDC) ‘Request to Decline CDE Pre-population of the 2017-18 CRDC’ has been posted Interested LEAs may access the form at http://www.cde.state.co.us/datapipeline Look under Civil Rights Data Collection tab Completed forms may be e-mailed or faxed to Jan Rose Petro by Monday, December 31st E-mail: petro_j@cde.state.co.us Fax: 303-866-6888 34

Special Education December Count

Special Education December Count TODAY’s Deadline Thursday December 20th: All Interchange errors resolved At least one December Count snapshot created A huge THANKS for working to meet this important interim deadline!

Special Education December Count Updates Web Services (file transfer from Enrich to Pipeline) may be down. Has anyone been successful in sending a file this morning? Bug – Job Class Code 224 and DC157 DC157: FTE total for each individual must be between 0.005 and 1.71 Should be fixed by first week of January Facility Comparison sheet in AU Syncplicity folder May not be 100% Just there for you to compare to to be sure you have record of all your students in Allowable Eligible Facilities

Special Education December Count Important Dates Saturday December 1st: Official Count Date (or last date prior your school was in session) Thursday December 20th: All Interchange errors resolved and at least one December Count snapshot created December Wednesday January 23rd: All errors resolved – complete snapshot January 24 – 31 : Report Review January February February 4 – 14: Resolving duplicates February 14 - 21: Final Report Review February 21st : Final Deadline

Purchased Service Staff Purchased Service staff are those staff employed on a contractual basis. Purchased Service staff are: reported in the Special Education December Count not exempt from licensing requirements reported with Employment Status Code = 23 Purchased Services Appropriate CDE license is required for the position/service, regardless of the amount of time, days or hours of the contract. If the contractual agreement is valid for the period covering December 1st, position is reported regardless of whether the staff is actually “working” on December 1st Example: A School Psychologist is contracted at the beginning of the year to conduct assessments. No assessments were required on the annual count date of December 1st. Position is still reported with the contracted salary amount and hours per day. 39

Special Education December Count – Reminders December Count snapshot pulls in staff records when: Staff Assignment File Sped Flag=1 (column C) AU Code (Column A) populated (not zero-filled) Staff Profile File Snapshot weirdness? Timing of Staff or IEP file uploads may be the reason Try creating a new snapshot - files may have been modified or not quite finished processing Check to be sure the Staff files uploaded successfully altogether - if they didn’t process, your snapshot will not find the data it’s looking for and errors will trigger Possible for AU respondent to have the STF viewer role for a district Communicate with Staff Interchange respondent

Special Education December Count - Tips Staff Interchange Users and Viewers are able to see the December Count snapshot errors by downloading this report under: Cognos Reports- Staff Profile- Special Education December Snapshot Error Detail Report

Questions? Special Education December Count Contact Information Staff Interchange information: http://www.cde.state.co.us/datapipeline/inter_staff Annette Severson: severson_a@cde.state.co.us (303) 866-6824 Human Resources Lindsey Heitman: heitman_l@cde.state.co.us (303) 866-5759 December Count Special Education December Count Snapshot information: http://www.cde.state.co.us/datapipeline/snap_sped-december Additional Contacts: Orla Bolger: bolger_o@cde.state.co.us (303) 866-6896 December Count Content Expert Lauren Rossini: Rossini_R@cde.state.co.us (303) 866- 6688 Special Education Staff Reporting and Qualifications *Email protocol – please include: Administrative Unit and/or District # Phone number where you may be reached Any applicable error codes

Human Resources

Special Education December Count Important Dates Thursday November 1st: Snapshot available Wednesday November 28th: Interchange files uploaded – Staff Profile, Staff Assignment November Saturday December 1st: Official Count Date Thursday December 20th: All Interchange errors resolved December Wednesday January 23rd: HR Snapshot Created January 24 – 31 : Special Education Report Review January February February 14: Snapshot error free February 14 - 21: Report Review February 21st : Final Deadline

Subject Area of Degree: General Tips Subject Area of Degree: In Staff Profile If jobclass codes between 100 and 299 but there is no degree to report, use code 2100 for No Degree School Code: If serving throughout the district – use 9980 for District Wide Overall Evaluation Rating: If new to district, use code 05 for Not Evaluated (new) If no evaluation was completed last year but they are not new, use code 06 When either 05 or 06 is used, Quality Standard Ratings can be ‘00’

Human Resources Snapshot information: Resources and Contact Information Human Resources Snapshot information: http://www.cde.state.co.us/datapipeline/snap_hr Annette Severson: severson_a@cde.state.co.us Staff Interchange information: http://www.cde.state.co.us/datapipeline/inter_staff Lindsey Heitman: heitman_l@cde.state.co.us Human Resources– Annette Severson – severson_a@cde.state.co.us

Student October

Student October Student October Count Verification Signature Pages were due to CDE by Thursday, December 6th unless your LEA had requested an extension. For the districts with outstanding forms, please let me know when you’ll be able to submit it.

Student October Difference between FTE and headcount is, FTE is for funding and headcount is the number of students. CDE will be pushing back the public release of Student October Data to January 24th. Notifications to October Count contacts went out from Mary Anne Hunter, in the CDE Postsecondary Readiness Office, regarding a February ASCENT training webinar.

Student October Pre-ID extract for the WIDA Access test (for ELs) was taken from Student October Data from November 7th . After the October Count data is completed, the Assessment Unit will use that information for the regular assessment (CMAS) Pre-ID extract. What happens is that CDE downloads October Count Data from Data Pipeline and then submits the needed data to the assessment system (Dec/Jan) after validating the file for accuracy and completeness. Districts can update that data in the assessment vendor system.

Student October For more information about assessments, assessment trainings, and Pre-ID extract visit the assessment website at: http://www.cde.state.co.us/assessment or you can contact the office at: Phone: 303-866-6929 Email: assessment@cde.state.co.us Please note: Next year’s October Count date will be Wednesday, October 2nd.

Student October Contact Student October Contact Genevieve Hale Hale_g@cde.state.co.us 303-866-6970

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

Thursday, January 10th, 2019 9 a.m.-10 a.m. Thank You Next Town Hall: Thursday, January 10th, 2019 9 a.m.-10 a.m.