Data Pipeline Town Hall May 30, 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

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

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 Summer Town Hall Calendar SBDs READ Collection Civil Rights Data Collection Special Education EOY Student October Student End of Year

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 READ School Discipline and Attendance SBDs Interchanges Student Special Education IEP Special Education Discipline Teacher Student Data Link (for migrant students)

Open Data Pipeline Collections 6/9/2019 Open Data Pipeline Collections Snapshots Teacher Student Data Link Snapshot (for migrant students) End of Year Special Education Discipline Special Education EOY Coming Soon

Summer Town Hall Calendar

Town Hall Summer Calendar In the months of June, July, and August, Town Hall will meet every other Thursday. Here are the summer Town Hall dates: June 13th and 27th July 11th and 25th August 8th and 22nd

Student Biographical Data (SBDs)

2018-2019 SBD Season Assessment Unit | IMS

SBD Manual Please download the SBD Manual! http://www.cde.state.co.us/assessment/ 2017sbdmanual Training walkthrough http://www.cde.state.co.us/assessment/ 2017sbdreviewwebinartrainingppt

SBD Collection Timeline Access to Data Pipeline SBD collections is controlled by the district Local Access Manager (LAM) If you are unable to access Data Pipeline or do not see a collection that you should have access to, contact your LAM CDE cannot provide access for District Users The following table provides the group code for each SBD Collection Assessment Dates Data Pipeline Group 1 ACCESS for ELLs March 18th-March 27th ACC 2 CO PSAT/SAT May 16th-May 23th SAT 3 CMAS Science/Social Studies and ELA/Math (including CSLA) CoAlt Science/Social Studies May 20st-May 30th CMS 4 CoAlt DLM May 29th-June 5th DLM

SBD Support Helpdesk SBD support is available through a general phone number and email Allows CDE to have multiple people supporting each collection Provides a single point of contact for all collections Emails create support tickets that can be tracked to ensure that questions are answered quickly – Remember not to send student PII by email! Members of multiple CDE units are available to answer different questions (Assessment, Accountability, and Information Management Systems) Phone Number: 720-696-0185 Email address: sbdsupport@cde.state.co.us

Download Collection Specific Information Find the collection on the Data Pipeline Website under Periodic Collections http://www.cde.state.co.us/datapipeline Download and review the File Layout and Definitions Provides the SBD file layout and collection specific instructions for each field

Log in to Data Pipeline On the Identity Management website (https://cdeapps.cde.state.co.us/index.html), select Data Pipeline under Applications on the left side of the screen. Enter your username and password Check: There is no red banner at the top of the screen Your user role is correct The collection you are working on appears on the left side of the screen Most log in issues must be handled by your LAM

Data Validation Data Pipeline can only check for certain types of errors It cannot check that your demographic data is accurate (i.e. a student is actually Hispanic or not) It cannot validate that students have the correct invalidation The Data File Layout will have instructions for how to select the appropriate invalidation Do not change/make up data just to clear errors! If you have a lot of missing data, check a different extract Maybe the interchange data or vendor data is better Making up data can cause issues with reporting and accountability If you have an error that cannot be cleared, but the data is correct contact SBD Support Warnings Warnings are used to inform users of situations that may indicate errors but not necessarily (more than 10% Native American) Warnings do not prevent data submission

Moving Students All SBD collections allow a district to move students between schools within their district Moving between districts is collection specific CMAS – submit a Failsafe document to CDE through Syncplicity CO PSAT/SAT - Do Not send a Failsafe The SBD layout will include the Pre-ID and Testing District and School If these do not match, the student will appear in the SBD data for both districts Both districts will see the student records and have a chance to review the data and agree on the appropriate Responsible District and School (CDE will monitor students submitted with conflicting Responsible Districts and will contact the data respondents) DLM – Do Not send a Failsafe The SBD layout includes the Accountability School and District and the Attendance School (testing) Accountability school and district is updateable If you are moving a student out of your district, contact the receiving district to make sure that they are aware of the student and agree to the move (CDE will also verify moves against RITS and Interchange data)

Invalidation Instructions Instructions for applying invalidations during SBD are in the File Layout and Definitions documents There are also instructions for applying invalidations in the assessment materials with details on the appropriate uses of each code ACCESS for ELLs – Goldenrod Sheet http://www.cde.state.co.us/assessment/accessgoldenrodsheet CMAS Procedures Manual page 202 http://www.cde.state.co.us/assessment/2018cmascoaltproced uresmanual011118 CO SAT/PSAT – School Day Supervisor Manual page 52 https://collegereadiness.collegeboard.org/pdf/colorado-sat- sd-supervisor-manual.pdf DLM – DLM Special Circumstance Codes http://www.cde.state.co.us/assessment/newassess-coaltelam (under CoAlt: Manuals)

CMAS Announcements If you need to change Language Proficiency or IEP status CDE will need to confirm that the student did not use an accommodation on their test (or didn’t actually take a test) Once we confirm that the student data can change you can actually change it in SBD and we will just ignore the errors

DLM Announcements Talk to your DACs about Parent Excuses Entering invalidations in the DLM system is difficult so in some cases Parent Excuses will need to be added during SBD

SBD Support Contact Phone Number: 720-696-0185 Email address: sbdsupport@cde.state.co.us

Questions?

READ Collection

SB 19-199 READ Act Informational Webinar READ Act Announcement On June 11, 2019, CDE staff will present an informational webinar regarding changes to the READ Act brought forth in the 2019 legislative session. The webinar will cover an overview of the new implementation measures. You can listen to the webinar live using the information below:   SB 19-199 READ Act Informational Webinar June 11, 2019 4:00-5:00 pm Participate in webinar

READ Data Collection Timeline

READ Collection Reminders At this time, districts should have completed or are currently working on: Creating and submitting READ data files and resolving errors Submitting information required for the completion of the READ budget planning survey June 14 (2 weeks away!): Districts complete submission of READ files and budget planning surveys by EOD – all submissions are finalized and will be locked Once READ file is error free be sure to click the “submit to CDE” tab in the Status Dashboard to lock your data Districts who submit intervention programs in the “other” category of the survey will be notified by CDE and survey approval will be pending Survey must be completed before you can finalize your collection submission Click here to view the guidance document on completing the Budget Planning Survey Click here to view the submission status of your district

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

Civil Rights Data Collection

2017-18 Civil Rights Data Collection (CRDC) Open Friday, February 8th Deadline Friday, April 26th May 10th Colorado progress report: 179 certified 1 100% complete (have not certified) 4 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 perceptive!!!

Student October

Student October Many districts struggled with English Language Learner (ELL) identification and coding in the 2018-2019 Student October Count. To that end, Data Services in conjunction with the Office of Culturally Linguistically Diverse Education will be offering in-person trainings the following dates and locations: August 15th in Colorado Springs: 9:30 -3:00 August 20th in Glenwood Springs: 9:30-3:00 August 22nd in Longmont: 10:30-3:30 August 27th in Aurora: 9:30 -3:00 One online training on August 29th. Details to follow shortly. Please save these dates and times. There will be an announcement with registration information in the June 3rd Scoop Newsletter. You can sign up for the Scoop at: https://www.cde.state.co.us/communications Genevieve Hale at hale_g@cde.state.co.us

Student October This training is designed for both data respondents and English Language Learner program people such as ELL directors, instructors etc. In the morning we will cover the WIDA Screener for ELL identification and in the afternoon we’ll cover ELL coding. Lunch is on your own. The WIDA Screener is an English language proficiency assessment given to new students in grades 1-12 to help Colorado educators identify a student as an English language learner (ELL).   This training will allow participants to prepare for WIDA’s certification requirement for administering and scoring the WIDA Screener.  Once a student has been identified as an ELL, proper coding is vital for districts to receive correct funding as well as for accountability purposes. Training participants will also be given the opportunity to review Data Pipeline as well as COGNOS reporting for accuracy and address common problems and questions that appear in both the Student Demographic and Student School Association files. Genevieve Hale at hale_g@cde.state.co.us

Student October The Student October Count Date for the 19-20 School Year will be Wednesday, October 2nd. Usually it’s on October 1st unless the count date falls on a weekend or holiday which is why for 19-20 the date is October 2nd. In the months ahead I will update you on changes you’ll need to know about for the student interchange files as well as for the COGNOS reports. I will also update you via email, town halls, and the Web as to webinar trainings for new data respondents as well as for veteran data respondents. If you have any questions, please don’t hesitate to contact me at the email address at the bottom of these slide. Thank you! Genevieve Hale at hale_g@cde.state.co.us

Special Education EOY

Exit Tips An exit for Sped EOY purposes is a student who has exited from Special Education services in your AU A student record that does not ever begin receiving Special Education Part B Services (i.e. Date of Entry to Special Education is zero-filled) should not contain a Date of Exit or Basis of Exit. Students should never be reported with a Date of Exit or Basis of Exit if: He/she is in Path 1 or received only Part C Services. An evaluation was never completed. He/she was evaluated and found not eligible. He/she was evaluated and determined eligible, but services were never initiated.

EOY Missing Exits Screen Click Special Education/EOY Missing Exits. Select 2018-19 School Year and click “Search”. This will bring up your AU’s list of records that are likely “Missed Exits” from prior year. The system will not include any records in this screen that are on your Child or Participation file (whether or not they’ve made it to snapshot yet). Manually enter the “Missing Exit Type” on the records you have that information for and click “Save”. You don’t have to do them all at once. They will stay visible in this screen through the end of the collection. Once you create a new snapshot, the saved records will be added to your 18-19 snapshot with a “Date of Entry to Sped” and “Date of Exit from Sped” of 07/01/2018 and the “Basis of Exit” reason you chose. This will resolve SY108 when you create a Snapshot. The record from your 2017-2018 Snapshot will be automatically added to the 2018-2019 Special Education EOY Snapshot with an Exit Date of 07/01/2018 and the “Basis of Exit” code you provided. In the COGNOS report “Snapshot Records: Special Education EOY Snapshot Records” you will see records that were added through the EOY Summer Exits screen in column B “EOY Summer Exit” = Y. You’ll notice the record count between the Participation file will be different than the EOY Snapshot with the addition of these records.  

Special Education EOY Snapshot status: processing time should decrease once SBD collections wrap up Remember – it isn’t finished processing until you receive the email confirmation Remember- you must receive email confirmation on your Participation file upload before creating a new snapshot or it won’t extract from the newest file Thank you to those who attended one of the Sped EOY training webinars If you missed it, the slides and recording from 05/21 are saved here: http://www.cde.state.co.us/datapipeline/snap_sped-eoy under the Trainings section Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759

Special Education EOY: Questions? Special Education EOY contact information Lindsey Heitman – heitman_l@cde.state.co.us 303-866-5759 (Primary contact) Orla Bolger – bolger_o@cde.state.co.us 303-866-6896 *Please include your AU #, Error code # (if applicable), and phone number in emails! Thank you.  Resources Special Education IEP Interchange: http://www.cde.state.co.us/datapipeline/inter_sped-iep Special Education EOY Snapshot: http://www.cde.state.co.us/datapipeline/snap_sped-eoy

Student End of Year

Student End of Year 2018-2019 The End of Year collection is open. Please upload your data and work through your errors. Best Practices for EOY Data Cleaning: Clear interchange errors (Target Date: June 27th) Take a snapshot and review snapshot errors Clear snapshot errors (Target Date: July 25th)

Student End of Year 2018-2019 Best Practice for uploading interchange files: Wait for a confirmation email from Data Pipeline The email will show you the number of errors in your upload You’ll want to resolve ALL errors in your interchange files Check your error reports Upload files in the correct order, otherwise you will get unnecessary errors Upload Student Demographic File Upload Student School Association File Upload Advanced Course Completion File Duncan Anderson 303-866-6970 anderson_d@cde.state.co.us

Student End of Year 2018-2019 Online Resources Errors on the interchange level? http://www.cde.state.co.us/datapipeline/inter_student Errors on the snapshot level? http://www.cde.state.co.us/datapipeline/snap_eoy Trainings Training Materials: http://www.cde.state.co.us/datapipeline/snap_eoy Upcoming Webinar Tuesday, June 11th from 9:00 – 10:00 https://cdeinfotech.adobeconnect.com/data_services/ Call-in number: 1-855-397-4421 If you would like a more detailed walkthrough of the EOY process or have specific questions, please contact Amanda to schedule individualized training.

Thank You Next Town Hall: Thursday, June 6, 2019 9 a.m.-10 a.m.