Data Pipeline Town Hall April 4th 2019 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 Report Card March Directory Civil Rights Data Collection Special Education IEP Special Education Discipline READ Collection

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round Directory (4 Day School Week Application and School Code Changes) RITS EDIS Periodic Designated Agency Report Card March READ Interchanges Student Special Education IEP Staff Teacher Student Data Link (for migrant students) 9

Open Data Pipeline Collections 5/10/2019 Open Data Pipeline Collections Snapshots Teacher Student Data Link Snapshot (for migrant students) Coming Soon Student End of Year 10

School Discipline and Attendance

Identity Management Roles To have access to the SDA periodic collection, one of the following 3 roles would need to be assigned to you by your Local Access Manager: If you plan to ‘do it all’ – you will want the SDA~LEA Approver Role IdM Role Enables User to: SDA~LEAAPPROVER Finalize, Submit, Modify and View Data SDA~LEAUSER Submit, Modify and View Data SDA~LEAVIEWER View Data SDA - Annette Severson - severson_a@cde.state.co.us

SDA - Annette Severson - severson_a@cde.state.co.us 2018-2019 Collection Dates Date Event April 17th (Wednesday) Collection opens- begin uploading to verify files are being created correctly with accurate information April 23rd (Tuesday) Webinar training from 10-11 am https://cdeinfotech.adobeconnect.com/data_services/ and call in number: 1-855-397-4421  May 15th (Wednesday) Webinar training from 1-2 pm June 14th (Friday) Suggested Date for having all files uploaded June 28th (Friday) Deadline for SDA to be finalized SDA - Annette Severson - severson_a@cde.state.co.us

SDA Files 2018-2019 Count of Firearm Possessions by School with Action Taken Count of Attendance by Student Demographic Information Required for All Public Schools Count of Students Disciplined by Demographic Information Count of behaviors by school with Action Taken Count of Allegations by School for CRDC Discipline by Action Discipline by Student Demographic Firearm (GFSA) Discipline Attendance Data SDA - Annette Severson - severson_a@cde.state.co.us

SDA - Annette Severson - severson_a@cde.state.co.us What must be Reported? All (includes special education) students disciplined during the school year All student attendance info- count of days and partial days Include the student and incident: If the student is disciplined with a Classroom Suspension, In-School Suspension, Out of School Suspension, Expelled, or Referred to Law Enforcement regardless of behavior code OR If the incident would fit a behavior code other than code 12- Other Violation of Code of Conduct SDA - Annette Severson - severson_a@cde.state.co.us

Attendance Data File – 2019-2020 Updates Attendance Data File will no longer be included in SDA INSTEAD, there will be a new Attendance Snapshot Attendance data fields are being added to the Student School Association file to accommodate new snapshot: 6 new fields: Total Days Attended, Total Days Excused, Total Days Unexcused, Total Possible Attendance Days, Total Days Missed Due to Out of School Suspensions, and Habitually Truant Status Attendance information will be reported per student record, as opposed to aggregated at student demographics level New Attendance Data Snapshot layout posted at: https://www.cde.state.co.us/datapipeline/datapipelinesnapshots- attendance SDA - Annette Severson - severson_a@cde.state.co.us

Teacher Student Data Link (TSDL)

PAUSED for majority of students REQUIRED for migrant students: 2018-19 Collection Status PAUSED for majority of students REQUIRED for migrant students: 8th -12th grade only Receiving partial or full credit for at least 1 course in your district TSDL– Annette Severson – severson_a@cde.state.co.us

List updated last March, will be updated again soon Migrant Student List Districts can view the list of students identified as Migrant with the following steps: Data Pipeline (log in) Cognos Report Student Interchange folder Open the Migrant Student List report List updated last March, will be updated again soon Requests has been made to have Migrant Student List report in Cognos-TSDL folder – in process TSDL– Annette Severson – severson_a@cde.state.co.us

Impact on LEAs without Migrant Students Course Instructor File does not need to be uploaded Local Course Codes are not required to be mapped within SSCC Course Enrollment file does not need to be uploaded TSDL snapshot does not need to be created or finalized TSDL– Annette Severson – severson_a@cde.state.co.us

Impact on LEAs with Migrant Students Course Instructor File does not need to be uploaded Local Course Codes must be mapped via Statewide Standard Course Code System (SSCC) for any 8th – 12th grade courses attended by migrant student(s) Course Enrollment file must be uploaded for 8th-12th grade migrant students only TSDL snapshot must be created and finalized for the migrant students TSDL– Annette Severson – severson_a@cde.state.co.us

November 2018 January 2019 June 2019 Timeline SSCC Open – Map Courses TSDL Interchange Open – Upload Migrant COE file January 2019 TSDL Snapshot Opens- start creating Snapshot June 2019 Migrant COE file error free TSDL Snapshot created Review and Finalize data TSDL– Annette Severson – severson_a@cde.state.co.us

TSDL Interchange Resources Course Code Documentation found at: https://www.cde.state.co.us/datapipeline/sscc-details TSDL Interchange Documentation found at: http://www.cde.state.co.us/datapipeline/inter_teacherstudent Deadlines File layouts and definitions Defects Business Rules Trainings Additional Resources – Frequently Asked Questions Contact: Annette Severson: severson_a@cde.state.co.us or 303-866-6824 TSDL– Annette Severson – severson_a@cde.state.co.us

Report Card March

Report Card March 2018-19 The Report Card March is open and will remain open until April 12th 2019. RCMAR documents can be found at: http://www.cde.state.co.us/datapipeline/per_report- march The documents located at this link include trainings, file layouts and definitions. 95 Districts have submitted and are done – Thank You!

Directory

Directory 4 Day School Week 4 Day School Week Application Closes May 10th 2019 REQUIRED Application must be submitted each year! School districts operating a school on four-day school week (less than 160 scheduled days per school year) are required to submit a request for approval. Only for schools that include grades 1-12. To be considered for the of 2019-2020 school year, please complete the application via Data Pipeline by Friday, May 10, 2019. Application guide available at: http://www.cde.state.co.us/datapipeline/yr_directory Guidance on Hours: http://www.cde.state.co.us/sites/default/files/docs/cdefin ance/Instructional%20Hours%20Resource%20Guide_Updated_ DEC2018.pdf 27

Directory 4 Day School Week Dennis St. Hilaire st.Hilaire_d@cde.state.co.us 0050 BENNETT 29J 0170 DEER TRAIL 26J 0240 PRITCHETT RE-3 0260 VILAS RE-5 0310 MC CLAVE RE-2 0520 CHEYENNE COUNTY RE-5 0860 CUSTER COUNTY SCHOOL DISTRICT C-1 0880 DENVER COUNTY 1 0890 DOLORES COUNTY RE NO.2 0930 KIOWA C-2 0940 BIG SANDY 100J 0960 AGATE 300 0970 CALHAN RJ-1 1060 PEYTON 23 JT 1070 HANOVER 28 1120 EDISON 54 JT 1220 GARFIELD 16 1330 GILPIN COUNTY RE-1 1350 EAST GRAND 2 1380 HINSDALE COUNTY RE 1 1420 JEFFERSON COUNTY R-1 1460 HI-PLAINS R-23 1500 BURLINGTON RE-6J 1600 HOEHNE REORGANIZED 3 1620 AGUILAR REORGANIZED 6 1750 BRANSON REORGANIZED 82 1760 KIM REORGANIZED 88 1810 KARVAL RE-23 1828 VALLEY RE-1 1850 FRENCHMAN RE-3 1980 DE BEQUE 49JT 2010 CREEDE SCHOOL DISTRICT 2505 WELDON VALLEY RE-20(J) 2515 WIGGINS RE-50(J) 2520 EAST OTERO R-1 2535 MANZANOLA 3J 2570 SWINK 33 2610 PARK COUNTY RE-2 2660 LAMAR RE-2 2680 WILEY RE-13 JT 2710 MEEKER RE1 2740 MONTE VISTA C-8 3010 CRIPPLE CREEK-VICTOR RE-1 3050 OTIS R-3 3060 LONE STAR 101 3070 WOODLIN R-104 3080 WELD COUNTY RE-1 3146 BRIGGSDALE RE-10 3230 LIBERTY J-4 So far 49 districts have submitted their 4 day school week applications.

School Code Changes Items that require a form to update Directory Request a New School Code Request Closing a School Request for Grade Changes Request for Name Changes http://www.cde.state.co.us/apps/formcenter/SchoolChange Forms School code changes are due June 30th.

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

Statewide Student Information System (SIS)

Statewide Student Information System Value Assessment Project Update Thank you to everyone that participated in the focus groups! Focus Group meetings Completed Tuesday March 26th – Fort Morgan District Support Center Wednesday March 27th – Pikes Peak BOCES, Colorado Springs Thursday March 28th – Jefferson County Education Center Information obtained from meetings High level data reporting process for each LEP category Feedback on the potential funding models Pros and cons of moving forward with a Statewide SIS All of the information will be in the final report 32

Statewide Student Information System Value Assessment Project Update You have another opportunity to participate! Remaining Focus Group meetings – Connected to Western Slope Superintendent conference Thursday April 11th – Grand Junction Double Tree Hotel – Executive Conference Room - 1:00 -3:00pm Friday April 12th – Grand Junction Double Tree Hotel – Executive Conference Room - 9:30 – 11:30am We will assess our LEP coverage after next week and make a decision on whether to have any additional meetings and or conduct virtual meetings with targeted LEP’s 33

Statewide Student Information System Value Assessment Project Update It’s not to late to participate in the Focus Groups If you are interested send us an email: statewidesis@cde.state.co.us We will send you paper copies of the survey’s Let us know the session you plan on attending and How many resources will be attending from your LEP Please let us know by then end of day Tuesday April 9th if you are planning on attending 34

Statewide Student Information System Value Assessment Project Update Questions or comments on the Statewide SIS Value Assessment Project status or upcoming Focus Groups? 35

2017-18 Civil Rights Data Collection (CRDC)

2017-18 Civil Rights Data Collection (CRDC) Open Friday, February 8th Deadline Friday, April 26th Colorado progress report: 29 certified 13 100% complete (have not certified) 114 over 90% complete AWS (Advance Website) https://crdc.grads360.org/#program Partner Support: (855) 255-6901 or crdc@aemcorp.com

2017-18 Civil Rights Data Collection (CRDC)

2017-18 Civil Rights Data Collection (CRDC) Thank you!!! CRDC contacts are magnificent!

Special Education Discipline

Special Education Discipline 2018-2019 Special Education Discipline Interchange Now Open! Collaborative collection between Districts and Administrative Units to collect/submit discipline data on Special Education students. Districts able to begin uploading Sped Discipline Action file and resolving errors Special Education Discipline Snapshot opens Wednesday, May 1 AUs able to begin creating Special Education Discipline Snapshots and working with districts to resolve snapshot errors Reminder: No file layout changes for 18-19 Special Education Discipline - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759

Special Education Discipline Important Dates Monday April 1st: Special Education Discipline Interchange Opens April Wednesday May 1st: Special Education Discipline Snapshot Opens (soft open TBD) Tuesday May 7th: (Sped) Discipline Action File uploaded (unless no Actions to report) *Districts May Thursday June 6th: at least 1 snapshot created by this date *AUs June

Disciplines Removals ACTION TYPES Suspension In-school (01) Out of School (02) Expulsion (03) Removals Unilateral Removal to IAES by school personnel (01) Removal by a hearing officer to an IAES (02) OR *Incident involving drugs, weapons, or bodily injury A record will contain a Discipline or a Removal. Not both!

Special Education Discipline – Cognos Name Change Cognos Reports – ‘Discipline Interchange’ name changed to ‘Special Ed Discipline Interchange’ Choose: Special Ed Discipline Interchange to see the Discipline Action file errors File Type is still Discipline Action

Special Education Discipline – Snapshot Reports Reminder: Choose: ‘Special Education Discipline’ to see the Sped Discipline Snapshot errors and other reports

Special Education Discipline – Annual Trainings Webinar Training Dates: Wednesday April 24th 2:00 – 3:30 Wednesday May 1st 10:00- 11:30 Login Information: https://cdeinfotech.adobeconnect.com/data_services/ Call-in number: 1-855-397-4421 Steps for joining a webinar: 1. Go to login link https://cdeinfotech.adobeconnect.com/data_services/ on the date and time of the webinar and choose the option to “Enter as Guest.”  2. With this option you have the opportunity to enter your name; please enter your Administrative Unit code and name (i.e. 64270 - Fred).  A screen will alert you when your request has been confirmed. 3. Once you have entered the room, you may dial into the conference number: 1-855-397-4421 either through your computer or by calling from your phone.  Please remember to mute your phones. *email reminder will be sent prior to webinar! Special Education Discipline - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759

Special Education Discipline Interchange Resources 2018-2019 Resources posted: http://www.cde.state.co.us/datapipeline/inter_sped-discipline Timeline File Layout and Definitions (updated per survey feedback) Business Rules Template Questions? Contact: Lindsey Heitman Heitman_l@cde.state.co.us (303) 866-5759

READ Collection

2018-19 READ Collection Timeline March 1: READ collection and budget survey soft open – districts can submit beginning READ files and budget planning surveys April 1: READ collection opens June 14: Deadline to submit READ data file & budget planning survey to CDE – all submissions are finalized and locked June 21 – July 1: Districts work with each other to clear duplicate SASIDS July 1: Deadline to resubmit data files with duplicates removed and READ collection closes READ Verification forms is due by July 5: Signed by Superintendent August 12: Distribution of READ funds

2018-19 READ Collection As you may be aware, the Joint Budget Committee voted to hold off on the appropriation for the READ Act to allow time for legislation to be considered to improve the effectiveness of the overall program. This means that the funding decisions have been postponed until the legislature has time to consider additional strategies for improving literacy rates. A new bill has been introduced that proposes changes to the READ Act.  Please note that department staff do not take positions on proposed legislation. However, I am here to answer any questions that I can, given the information available at this time. A link to the proposed bill (Senate Bill 19-199, READ Act Implementation Measures) can be found here: https://leg.colorado.gov/bills/sb19-199  After they are introduced, the details of bills and resolutions are carefully analyzed at committee meetings. After study, hearings, research and discussion, a bill may be amended, recommended for passage, referred to another committee, postponed indefinitely, or laid over for consideration later in the legislative session.  A link to the Senate Committee agenda can be found here: https://leg.colorado.gov/content/senate- education-6 In absence of additional information, we will proceed with this year’s data collection as we have in previous years. As more information becomes available, we will work to keep you updated. As always, please feel free to reach out via phone or email at any time with any questions you may have.

READ Collection Resources READ Collection resources can be found at: http://www.cde.state.co.us/coloradoliteracy/readdatapip eline Upcoming webinars Data collection timeline Data elements & definitions File layout Business Rules Additional resources such as FAQ document, assessment cut scores for determining SRD, template for submitting budget planning survey, etc. Questions? Contact Whitney Hutton, READ Data Collection Manager Email: Hutton_W@cde.state.co.us Phone: 303-866-6421

Thursday, April 11th, 2019 9 a.m.-10 a.m. Thank You Next Town Hall: Thursday, April 11th, 2019 9 a.m.-10 a.m.