Data Pipeline Town Hall September 17, 2015 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

Introductions 4

Today’s Agenda Data Privacy Open Collections in Data Pipeline Civil Rights Data Collection RITS/EDIS Student October Student End of Year Special Education End of Year Staff Data Pipeline Users Group 5

Data Privacy 6

Importance of Data Privacy 2/26/2019 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) 7

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 8

Open Collections in Data Pipeline 9

Open Data Pipeline Collections Year Round Directory School Code Changes (Should have sent them to CDE by now) Ensure that your Superintendent, Principals and Key Personnel are up to date. Data from Directory will be going into publications soon. RITS EDIS Periodic Finance (February 28th 2016) Interchanges All Interchanges are open 10

Open Data Pipeline Collections Snapshots Special Education End of Year (Closes October 13th) IEP Interchange (Administrative Unit) Student Interchange (District) Directory RITS 11

Open Data Pipeline Collections Snapshots Student End of Year (October 22nd Cross LEA Validation) Student Interchange Title I SPED IEP Directory RITS 12

Open Data Pipeline Collections Snapshot Student October (Open September 1st – November 10th) Student Interchange Title I Interchange Directory RITS 13

Open Data Pipeline Collections Other…. Math Science Partnership will be in ADE - Now Open (September 30, 2015) 14

Civil Rights Data Collection 15

2013-14 Civil Rights Data Collection As of today, September 17th, 163 LEAs had certified. Thank you! 2 LEAs were 100% complete, but had not yet certified. Another 2 LEAs were 90% or more complete. Due date was August 21, 2015 Need assistance? Contact CRDC Partner Support Center Email: CRDC@sanametrix.com Phone: (844) 338-2732 Notes: If any data appears incorrect, then overwrite. If find issues, work with CDE to correct for 2015-16 collection.

RITS/EDIS 17

RITS Please submit your students as soon as possible before the Student October Count deadline. Do not wait until the last minute. Be sure to include full information including full middle names Do not submit students again to RITS if you’ve already submitted them. One way to do this is to submit partial batches. Please check to see if a student is already in RITS before creating a new student record. This will reduce the large number of duplicates. 18

RITS To protect the data… Do not send personally identifiable information over e-mail Do not share passwords Do not share personally identifiable information with unauthorized individuals 19

Student October 20

Student October 2015-2016 Changes this year New code of 4 in the special education transition field in the student demographic file New Home Based Education field in the student school association file New calculation for the Colorado Continuously, Continuously in District, and Continuously in School fields in the student school association file Please see file layout for more information on calculation: http://www.cde.state.co.us/datapipeline/2015-16studentschoolassociationfilelayout District of Parent’s Residence for Non-Residence Students requires a valid district code 21

Student October 2015-2016 Student Demographics file layout Added 4 as an option for the Special Education Transition field in student demographic file This means student is in 4th year of senior year Small number of students meet this criteria Student Demographics file layout http://www.cde.state.co.us/datapipeline/2015-16studentdemographicfilelayout 22

Student October 2015-2016 Student School Association file layout New home based education field Field was added to the school association file This field is a binary field (Zero or One) Zero indicates student is not a home school student One indicates student is a home school student and receiving some services from the district. Note: student is receiving some services from the district. Home school students not receiving services will be reported as a count by grade level as done last year. Student School Association file layout http://www.cde.state.co.us/datapipeline/2015-16studentschoolassociationfilelayout 23

Student October 2015-2016 Student School Association file layout New calculation for the Colorado Continuously, Continuously in District, and Continuously in School fields in the student school association file. Continuous in school and district is based on student not being enrolled for 10 more days between October 1st and the start of assessment window. Student School Association file layout http://www.cde.state.co.us/datapipeline/2015-16studentschoolassociationfilelayout 24

Student October – EDAC approved changes Parent’s Home District Change Student October – EDAC approved changes The Field [District of Parent's Residence for Non-Residence Students] In past years if the parents were from your district you could code this value as: Your District Code or 0000 Now: If the district of parent’s residence is your district use: Your District Code Do Not Use 0000 Otherwise use the code as you would have in the past 25

Student October 2015-2016 All districts should be loading the student demographics and student school association file for the 2015-2016 school year. Student October snapshot is open Start early and clear the interchange errors Title 1 interchange needs to be loaded for students receiving Targeted Assistance funds 26

Student October FAST has the Audit Resource Guide & FAQ http://www.cde.state.co.us/cdefinance/auditunit_pupilcount FAST Student October Audit Webinar Thursday September 17th – 11:30am–12:30pm http://connect.enetcolorado.org/gfm3/ Audio Number: 866-386-5651 27

Student October 2015-2016 More information on the collection Student October Schedule http://www.cde.state.co.us/datapipeline/stuoctdeadlines More information on the collection http://www.cde.state.co.us/datapipeline/snap_studentoctober 28

Student October 2015-2016 Contact information Morgan Holmgren Email: Holmgren_M@cde.state.co.us Phone: 303-866-6961 or Kevin Smith Email: Smith_k@cde.state.co.us Phone: 303-866-6723 29

Student End of Year 30

Deadlines Thank you for completing your initial EOY snapshot! If you’ve discovered any district data that was in error and may not be accurate in the snapshot, please contact Duncan Anderson as soon as possible The second phase of EOT Collection – Cross LEA validation will open on Thursday, September 25th District will need to check their Cross LEA validation errors and submit adjustments by Thursday, October 22nd Cross LEA adjustments will allow districts to reclaim dropouts from prior collection years and improve their graduation rates 31

Training Training materials for LEA Cross Validation http://www.cde.state.co.us/datapipeline/snap_eoy Step by step instructions: http://www.cde.state.co.us/datapipeline/detailedcrossleasteps Individual instructions for each error type available Further information will be emailed when the collection opens Districts will need to contact Duncan Anderson to have their snapshot unlocked in order to resolve errors anderson_d@cde.state.co.us 32

Exceptions or Questions? Contact information Exceptions or Questions? Duncan Anderson Anderson_d@cde.state.co.us 303-866-6970 and Kevin Smith Smith_k@cde.state.co.us 303-866-6723 33

Special Education End-of-Year 34

Data Review This week resolve lingering errors (Interchange and Snapshot levels should = 0) Data Review EXITS (graduates, transfers, exit dates, exit reasons) Review report 2.3 Number of Students Exited to verify exit dates are making it into your file TIP: Contact district data respondent to verify you have everyone Part C evaluations (these records should only be reported in the year they were evaluated – not again the following year unless something changes (i.e. like they were referred to Part B) Check Report Number of Children Referred for Part C, and Number of Evaluations Completed by AU Verify the number is correct (reimbursement $ for these!) 35

Date Review Check for Path 2 records (Indicator 12) Part C to B transition kids – referred from Part C services to Part B Special Education Services and started receiving services on an IEP within this reporting period. Detention Center kids (reported by AU where Detention Center is located) Facility kids (reported by AU of residence-PAI code of 22) Check WARNINGS Warning SY278 indicates Date of Entry to Sped is NOT matching Date IEP Implemented and should be. (important to fix these warnings) 36

Next Steps Starting next week 9/21 – 10/2: Duplicate Checks CDE will run duplicate checks on all AU records and then notify you of any duplicates that need to be fixed. You should get the email by next Thursday 9/24 (if not sooner). All changes made and errors cleared by Friday 10/2 Report Review Week October 5 – 9 Final snapshot and signed reports due by October 13 37

Upcoming Webinars Special Education EOY Reports Training Webinar: Tuesday September 22 from 11:00 – 12:30 (email will be sent Monday) 38

2/26/2019 Contact Information Questions or Exception Requests?? Lindsey Heitman- heitman_l@cde.state.co.us 303-866-5759 Make sure to Cc Orla and Kristi: Orla Bolger– bolger_o@cde.state.co.us 303-866-6296 Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620 39

Staff Interchange 40

Timeline – upcoming dates October 1st: Staff Interchange opens November 2nd: Special Education December Count and Human Resources snapshots open November 10th: must have submitted at least one file for all relevant interchanges December 1st: official count date December 8th: AUs must create Special Ed Dec Count Snapshot at least once Districts must create Human Resources Snapshot at least once

Staff Profile Updates Removal of the fields: “Passed NCLB HQ Approved Elementary Or Early Childhood Core Content Test” (being moved to the Staff Assignment File) “State Approved Content Test Administered for Elementary or Early Childhood Core Content Test” (no longer required or collected) Specialized Service Professionals (job class codes: 211, 231, 233, 234, 235, 236, 237, 238, and 242) and Teachers (job class codes 201 through 206) are required to report the evaluation data fields

Staff Assignment Updates Added Fields: “Passed NCLB HQ Approved Elementary Or Early Childhood Core Content Test” “24 Semester Hours of Secondary Core Content Coursework” “Passed Approved Secondary Core Content Test In Teaching Area” Updated Employment Status Codes Number of Classes Taught – required for teachers

Upcoming Trainings Date Time Topic Monday, September 28th 2:00-3:00 pm Staff Authoritative Source Thursday, October 1st 3:00-4:00 pm Uploading Staff Interchange Files and Updates Tuesday, October 6th 1:00-2:00 pm Staff Interchange Updates Tuesday, October 13th Highly Qualified Edits and Reporting Fields Wednesday, October 28th 10:00-11:00 am Special Education Snapshot Process Monday, November 2nd Human Resources Snapshot Process To attend, please register using: https://www.surveymonkey.com/r/StaffTrainings2015 44

Resources http://www.cde.state.co.us/datapipeline/inter_staff http://www.cde.state.co.us/datapipeline/inter_staff  File layouts Summary of changes Timeline – provides more detail Business Rules Templates Training information Contact Annette Severson at: severson_a@cde.state.co.us (303) 866-6824

Data Pipeline Users Group 46

Data Pipeline Users Group SBD improvement process – requirements phase English Learner edits Too complex Reduce number exceptions Have exceptions cross collections Data Privacy concerns Members shared their districts policies and processes

Data Pipeline Users Group Concerns and feedback RITS match tool performance Partial batches New Collection Data Architect role More holistic view of the collection system and design More Local Education Agencies (LEAs) involvement Continually improve collection process based on LEA feedback Details of the position are still being defined Please let me know your concerns and suggestions

Suggestions or Questions? Contact Information Suggestions or Questions? Kevin Smith Smith_k@cde.state.co.us 303-866-6723

Next Town Hall: Thursday, September 24th, 2015 9 a.m.-10 a.m.                 “It was June, and the world smelled of roses. The sunshine was like powdered gold over the grassy hillside.” ― Maud Hart Lovelace, Betsy-Tacy and Tib Next Town Hall: Thursday, September 24th, 2015 9 a.m.-10 a.m. 50