Data Pipeline Town Hall October 1st, 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

Importance of Data Privacy 5/4/2019 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

Introductions 6

Today’s Agenda Open Collections in Data Pipeline Civil Rights Data Collection RITS/EDIS Non-Public Schools Student October Student End of Year Special Education End of Year Staff Data Pipeline - SBD Feedback for Improvement 7

Open Collections in Data Pipeline 8

Open Data Pipeline Collections Year Round Directory Ensure that your Superintendent, Principals and Key Personnel are up to date. RITS EDIS Periodic Finance (February 28th 2016) Interchanges All Interchanges are open 9

Open Data Pipeline Collections Snapshots Special Education End of Year (Closes October 13th) IEP Interchange (Administrative Unit) Student Interchange (District) Directory RITS 10

Open Data Pipeline Collections Snapshots Student End of Year (Cross LEA Validation ends October 22nd) Student Interchange Title I SPED IEP Directory RITS 11

Open Data Pipeline Collections Snapshot Student October (Open September 1st – November 10th) Student Interchange Title I Interchange Directory RITS 12

Open Data Pipeline Collections Other…. Math Science Partnership will be in ADE - Now Open (September 30, 2015) 13

Civil Rights Data Collection 14

2013-14 Civil Rights Data Collection As of Thursday, October 1st 169 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 16

RITS Please submit your students as soon as possible before the Student October Count deadline. 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. 17

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 18

Non-Public Schools 19

Non-Public Schools Mailings went out to Non-Public school requesting pupil count. Forms will be sent to the District October Count Respondents CDE is moving Non-Public Counts to Data Pipeline so if a school does not report it may impact funding in the future. Forward completed forms to: Dennis St. Hilaire Data Services Unit 201 E. Colfax Ave Denver, Co 80203 st.hilaire_d@cde.state.co.us https://www.cde.state.co.us/datapipeline/yr_directory 20

Student October 21

Student October 2015-2016 Today is the Official Count Day Student DEM and SSA Interchanges are open Load up your data and clear errors when you can Identify exceptions you may need Start Taking Snapshots See if there are errors you need help resolving Snapshot errors must be addressed in DEM and SSA files 22

Student October 2015-2016 October November Official count date: Thursday, October 1 Submit Student Interchange files (DEM, SSA): Friday , October 9 Complete Interchange Level edits: Friday, October 16 (suggested) Create a Student October snapshot: Friday, October 23 Pass majority of Student October snapshot edits: Friday October 30 (suggested) October Address final issues, review and approve data reports by November 10 Collection Closes: Tuesday, November 10 Duplicate funding documentation due: Friday, November 13  (three days following collection closing) Audit reviews and makes a decision: Wednesday, November 18 (the week before Thanksgiving week) Resubmissions due: Friday, November 20 November 23

Student October 2015-2016 Enrollment Exception – Transfers For students who enroll after October 1 If they are coming from Out-of-State/Country then you may claim a student who enroll before the end of the count window If the student transfers from another Colorado district: The student may be included in October Count if the student is not eligible for funding in prior district Student did not meet enrollment and attendance requirements for the prior school district on the other district’s count date. http://www.cde.state.co.us/cdefinance/auditunit_pupilcount 24

Student October 2015-2016 Enrollment Exception – Transfers For students that enroll after the count date and can be included in October Count Submit the students for an alternate count date using the Enrollment Exception and Alternate Count Date Request Instructions and Template at: http://www.cde.state.co.us/datapipeline/snap_studentoctober You will need District Code, SASID, Alternate Count Date Was the Alternate Count Date Approved by FAST? Reason for Enrollment Exception or Alternate Count Date Contact Info Looks a lot like an exception request 25

Exceptions Student October 2015-2016 There is a new exception request form online, please use it if possible Submit exception requests via Syncplicity Let me know you need to request an exception and a folder will be shared with you Upload your exception requests We will review and load approved and comment on others 26

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 27

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 28

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 29

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 30

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 31

Student End of Year 32

Deadlines Due to the promptness of districts in submitting their Phase I data, the Cross LEA Validation phase is now open! 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 Districts must log into the Cognos EOY Cross LEA Edit Report to see the full list of Cross LEA warnings 33

Frequently Asked Questions The number of Cross LEA Validation Errors and the Cross LEA Edit Cognos Report will not change even after adjustments and edits have been made If the Cognos EOY Cross LEA Edit Report says that you have no data available, there are no Cross LEA warnings in your data Warnings SE801, SE803, SE804, SE805, SE806, SE809, SE810 require districts to create an all new Adjustment file. You should not change the SSA to address these warnings Warnings SE802, SE807, SE808 and SE811 ask districts to adjust their 2014-15 SSA file. SE802 require collaboration between districts. Please do not wait to contact the other district. 34

Additional Training Narrated instructions in the 9/24 Townhall http://connect.enetcolorado.org/p7z4czdxwe9/ Narration for EOY Cross LEA validation begins at 18:50 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 Districts will need to contact Duncan Anderson to have their snapshot unlocked in order to resolve errors anderson_d@cde.state.co.us 35

Contact information Questions? Duncan Anderson Anderson_d@cde.state.co.us 303-866-6970 and Kevin Smith Smith_k@cde.state.co.us 303-866-6723 36

Special Education End-of-Year 37

Duplicate Process/Date Validity Checks 75 as of this morning Follow up emails going out later today for those remaining Resolve duplicates and all errors by tomorrow 10/2 Email will be sent once all are resolved Data validity emails going out this week too 38

Report Review Week Report Review Week October 5 – 9 Final snapshot and signed reports due by October 13 Final submission and reports can be sent in starting 10/7. 39

5/4/2019 Contact Information 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 40

Staff Interchange 41

Important 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 42

Next Scheduled Webinars Today! Webinar Training from 3-4 pm Uploading Staff Interchange Files & Updates For those new to Data Pipeline or need a refresher on uploading Information to join was emailed to those registered on Wednesday Monday, October 5th: webinar from 2- 3 pm Staff Authoritative Source (rescheduled from Monday, Sept 28th) Tuesday, October 6th: webinar from 1-2 pm Staff Interchange Updates only For those with experience with data pipeline, covering only the updates for 15-16 Register at: https://www.surveymonkey.com/r/StaffTrainings2015

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), Librarians (job class code 216) 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 Code 16 removed and replaced with codes 26 and 27 Updated definition for code 11 Number of Classes Taught – now required for all teachers

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 Contacts: Annette Severson at: severson_a@cde.state.co.us or Kristi Gleason at gleason_k@cde.state.co.us

Data Pipeline – SBD Feedback for Improvement 5/4/2019 Data Pipeline – SBD Feedback for Improvement 47

SBD Information Access for SBD pre-Id pull will be November 12th Pulled from student interchange tag of none Please make sure data is uploaded Access for SBD will be in March Researching process and looking to improve Contingency plan is to do it the same way as last year

SBD Information Current potential solutions Districts load demographic information during the test window using an SBD tag Districts create an SBD snapshot and CDE uses the data from the snapshot instead of having districts correct all the demographic data Provide districts an extract which can be used to upload data into the vendor system

SBD Feedback SBD Feedback Improvement Sample comments SBD are the easiest collections SBD timing is terrible Districts need more notification for the SBD process Districts should upload minimum information for pre-Ids and use the student interchange information when the SBD is pulled Why do districts have to fill in all the EL information as part of the SBD process? Shouldn’t this already be there? Need more notification of SBD deadlines

SBD Feedback SBD Feedback Improvement Sample comments Why do we have to download and upload files over and over? Why does every system use different codes? Data people need to be on the communication Can CDE provide file extract with correct codes? Hard to compare current data to 6 month old file Why can’t the data in the student interchange be used? Deleted students out of system and somehow the students still appeared in our SBD file. Other ideas and suggestions?

How can CDE help? Concerns and feedback How can CDE help?

Happy October Count Day! Next Town Hall: Thursday, October 8th, 2015                 “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 Happy October Count Day! Next Town Hall: Thursday, October 8th, 2015 9 a.m.-10 a.m. 53