Data Pipeline Town Hall July 11, 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 RITS/EDIS End of Year Graduation Guidelines Special Education EOY Special Education Discipline Student October School Discipline and Attendance Teacher Student Data Link

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic Designated Agency Interchanges Student Special Education IEP Special Education Discipline

Open Data Pipeline Collections 8/17/2019 Open Data Pipeline Collections Snapshots 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 remaining summer Town Hall dates: July 25th August 8th and 22nd

RITS/EDIS

RITS/EDIS TRAINING The new and improved RITS/EDIS System went live on July 1, 2019! We have had a few items that needed to be addressed; we are working on them just as quickly as possible. Thank you for your patience and understanding as we work to perfect both the RITS and EDIS Systems. Please continue to email or call with items that are not working as they should. If you need to include PII please use Syncplicity or give me a call.

RITS/EDIS TRAINING We have tried to accommodate all RITS/EDIS Users by traveling to nine sections of the state of Colorado Tuesday, August 13, 2019 - Yuma School District - Training from 9-12 Thursday, August 15, 2019 - Meeker School District - Training 1-4 Friday, August 16, 2019 – Montrose School District – Training 9-12 Monday, August 19, 2019 – Jefferson County School District – Training 9-12 Tuesday, August 20, 2019 – Poudre School District – Training 8:30 – 11:30 Wednesday, August 21, 2019 – Archuleta School District – Training 1-4 Thursday, August 22, 2019 – Academy 20 School District – Training 1-4 Thursday, August 29, 2019 – Eads School District – Training 1-4 Friday, August 30, 2019 – Kim Reorganized School District – Training 9-12

The need to modernize and update the RITS/EDIS System New Reports RITS/EDIS TRAINING What will be covered in this training: The need to modernize and update the RITS/EDIS System New Reports Ways to acquire a SASID/EDID New Suffix Field RITS/EDIS READ RITS/EDIS Batch New look and feel

RITS/EDIS TRAINING SIGNING UP FOR TRAINING To sign up for the RITS/EDIS Training please go to the following link: https://forms.gle/qogwBun3kgA6ENWk8

Looking forward to seeing you in August! RITS/EDIS TRAINING Please contact me should you have difficulty registering for the training or have any questions. Looking forward to seeing you in August! Debbie Puccetti RITS/EDIS Consultant 303-866-6612 Puccetti_d@cde.state.co.us

Student End of Year

Thank you for working on the End of Year Collection! Student End of Year 2018-2019 Thank you for working on the End of Year Collection! 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) The target dates are recommended dates – having an error free EOY snapshot saves you lots of effort as the next school year gets started. Reminder - students have until August 31st to complete graduation requirements for the 2018-19 school year.

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

New Exit Codes for Concurrent Enrollment Students Student End of Year 2018-2019 New Exit Codes for Concurrent Enrollment Students 23 - previous graduate did not complete a postsecondary program 24 - previous graduate completed postsecondary program 96 - graduated and completed a postsecondary program Remember to use the retention code of ‘2’ for 12th Graders being retained for P-Tech and ASCENT. This coding ensures they are included in your 4-year graduation cohort rate.

Student End of Year 2018-2019 Clarification Regarding Adjustment Date Adjustment Year – The adjustment year must match the year in the Exit Withdraw Date for the Exit Withdraw Type being adjusted. The adjustment year cannot be in the currently reported school year. Enter a four-digit year. Do not enter an eight-digit school year.

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 If you would like a more detailed walkthrough of the EOY process or have specific questions, please contact Amanda to schedule individualized training.

Graduation Guidelines

Graduation Guidelines Districts have the authority to adapt the college and career demonstrations necessary to earn a standard high school diploma to accommodate for: English learners, gifted students and student with disabilities.  

Graduation Guidelines Data Collection A required collection starting the 2020-2021 school year. The Graduation Guidelines is a separate interchange file. Districts are required to enter one passing score for English and one passing score for Math. The file layout mirrors the Graduation Guidelines menu and is available on the Student Interchange web page at http://www.cde.state.co.us/datapipeline/inter_student . CDE reports would assist districts in meeting the graduation guidelines requirements. Amanda Callinan: callinan_a@cde.state.co.us , 303-866-6961

Special Education EOY

Special Education EOY Important Dates July September Wednesday July 10: Date to have Special Education IEP Interchange errors resolved and at least one Special Education EOY Snapshot created Wednesday September 4: All exception requests received by CDE Tuesday September 10: Complete Snapshot! All interchange and snapshot errors resolved Sept. 10 - Sept. 13: Initial Report Review Friday September 13: Complete Snapshot – any necessary changes made and errors resolved Sept. 16- Sept. 24: Cross LEA Validation Tuesday Sept. 24: All duplicates resolved and complete error-free snapshot Sept. 24 – Oct. 1: Final Report Review Wednesday Oct. 2: Final Submission and Reports Due to CDE Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759

Special Education EOY- Snapshot issue and IEP file issue Snapshot is turned off. Those that ran one yesterday and today are still running and they are going to let them finish in order to monitor the problem IEP files are not uploading for some reason as of yesterday around 3:00 Apologies and thank you for your patience! 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

Special Education Discipline

Special Education Discipline Important Dates July August Wednesday July 10: Date to have Discipline Action Interchange (DIS role) and Special Education IEP Interchange (SPE role) errors resolved Thursday August 15: All exception requests received by CDE Thursday August 22: Complete Snapshot! All interchange and snapshot errors resolved Aug. 22- Aug. 29: Report Review August 29: Final Submission and Reports due **Be sure you’ve created a snapshot as of June 5th or after

Special Education Discipline Resources 2018-2019 Resources posted: Special Education Discipline Interchange: http://www.cde.state.co.us/datapipeline/inter_sped-discipline Special Education Discipline Snapshot: http://www.cde.state.co.us/datapipeline/snap_sped-discipline Questions? Contact: Lindsey Heitman Heitman_l@cde.state.co.us (303) 866-5759

Student October

Student October With the passing of the new full-day kindergarten legislation (HB 19-1262 and HB 19-1055) districts have had a lot of questions regarding Student October Coding so here’s the guidance so far. If a student or students will be enrolled in a full-day kindergarten program then you would want to use the 80 funding code.  If they will be enrolled in a part-day program then they will still be coded to 82.  Some districts still plan to maintain half-day options so those students will be funded at the .58 rate.  If your district is transitioning to all full-day then the 80 code is appropriate.

Student October CDE has sent informational letters to superintendents, fiscal leads, and Colorado Preschool Program (CPP) directors regarding implementation actions needed with respect to House Bill 19-1262 and House Bill 19- 1055. HB19-1262 provides funding for full-day kindergarten should districts choose to offer it, and HB 19-1055 provides $25 million in formula based- grants related to conducting full-day kindergarten or preschool education programs. ECARE positions that have been used to fund full-day kindergarten will now be used to provide preschool for additional at-risk preschoolers.

Student October ECARE Can districts use two ECARE slots for full day preschool? Yes, this is an old rule. Can districts use one CPP and one ECARE slot for full day preschool? Yes, this is a new addition as of this year. Can districts use their own funding for half of full day preschool and then either a CPP or ECARE slot for the other half a day of preschool to make it a full day? Yes, as long as they don’t charge families funded by CPP for that 2.5 hour (half-day) position. This can be AM or PM but CPP is free for those that qualify. If they do not have a funded position to make a full-day (CPP+CPP, CPP+IEP, CPP+ECARE, ECARE+ECARE), it’s up to the district if they want to fund a full-day of preschool and how they want to fund it. Sometimes districts just offer the half-day with no option for a full. Funding code 83 for 007 grade level will be closed but funding code 83 will be left open for 004 grade level preschool.   

Student October For Full Day Kinder Only (grade level 007) Funding code 83 is closing as is funding code 81 Adding funding codes 80, 91, 92 For grade levels 006 and 007 for Colorado Preschool Program (CPP) Funding codes 83 and 89 are closing

Student October Questions For questions regarding CPP and ECARE, please contact Heidi McCaslin at 303.866.6720 or McCaslin_H@cde.state.co.us. For questions regarding funding, please contact Tim Kahle at 303.866.6818 or Kahle_T@cde.state.co.us.

Student October Student October Trainings Now Scheduled!!! You can check out the 2019-2020 Student October Training Schedule at: https://www.cde.state.co.us/datapipeline/20192020stuocttrainingschedule *Please note that this year in addition to the webinar trainings there will be in-person EL trainings in conjunction with CDE’s office of Culturally and Linguistically Diverse Education which we highly encourage you to attend along with your EL counterparts.  To register for these trainings go to: https://www.cde.state.co.us/cde_english/professionaldevelopment  For registration questions you can contact Doris Brock-Nguyen at the following: Phone: 303-866- 6777, Email: brock-nguyen_d@cde.state.co.us  Here’s a brief description of the in-person trainings: The Culturally and Linguistically Diverse Education and Data Services offices at CDE are teaming up to offer full-day training sessions in August to assist with the identification procedures and Student October Count coding of English learners (ELs). The WIDA Screener, and English proficiency assessment, is given to new district students in grades 1-12 to help educators identify EL students.  This training offered by CDE will allow participants to prepare for WIDA’s certification requirement for administering and scoring the WIDA Screener. This training will also include EL coding instructions to help ensure that districts receive the correct funding amount and have the data for accountability purposes. Participants will review Data Pipeline and COGNOS reports for accuracy and will be able to address common problems and questions that appear in both the Student Demographic and Student School Association files.   **Please note you only need to register for the in-person trainings but not for the webinar trainings listed on the training schedule. 

Student October Audit Trainings Now Scheduled!!! Webinar: Student October Count Audit Resource Guide Overview of Changes/Updates for 2019 When: Tuesday, August 6, 2019 (10:00am-10:45am) Thursday, September 12, 2019 (1:00pm-1:45pm) Webinar: Introduction to Funding and Audit Documentation Requirements Wednesday, August 7, 2019 (1:00pm-3:00pm) Tuesday, September 10, 2019 (10:00am-12:00pm) https://www.cde.state.co.us/cdefinance/auditunit_trainings

There is now an updated 2019-2020 Audit Resource Guide Student October There is now an updated 2019-2020 Audit Resource Guide It’s highly recommended that when submitting data for Student October Count that this guide is referenced. Among other things, it contains information on what is allowable, what documentation is needed and so forth. It can be found at:  http://www.cde.state.co.us/cdefinance/auditunit_pupilcount

Additional Student October Count Resources The 2019-2020 Student October Timeline at:  https://www.cde.state.co.us/datapipeline/20192020stuocttimeline *Please note that the official count day is October 2nd this year! The 2019-2020 Student October Snapshot File Layout at:  https://www.cde.state.co.us/datapipeline/20192020stuoctsnapshotf ilelayout The 19-20 student interchanges will be opening in mid-July. For resources and file layouts please go to:  https://www.cde.state.co.us/datapipeline/inter_student

Additional Student October Count Resources Also, the Title I team has put together a handy fact sheet on Title I for those of you who would like more information about that program here at:  https://www.cde.state.co.us/datapipeline/20192020titleiinterchang efactsheet You can also visit the Title I interchange page for more resources:  https://www.cde.state.co.us/datapipeline/inter_titlei

Student Discipline and Attendance

https://www.surveymonkey.com/r/6V5BS8P Status Thank you to finishing the data collection! Please provide feedback in the SDA Survey at: https://www.surveymonkey.com/r/6V5BS8P (will also be emailed to the SDA Respondents) Additional Questions/Comments: please contact Annette at severson_a@cde.state.co.us or 303- 866-6824

2019-2020 Collection Updates Reminder Discipline by Action file: Addition of SASID/LASID field. This is OPTIONAL and for LEA purposes only to assist with reporting (one record per sasid/lasid) Discipline by Student Demographic file: Firearm (GFSA) file: Attendance file: No longer included in SDA- will be a student-level snapshot School Discipline and Attendance – Anette Severson – severson_a@cde.state.co.us (303) 866-6824

2019-2020 Updates Attendance Data 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 Student School Association file updated and posted at: http://www.cde.state.co.us/datapipeline/inter_student New Attendance Data Snapshot layout posted at: https://www.cde.state.co.us/datapipeline/datapipelinesnapshots-attendance

Teacher Student Data Link (TSDL)

Thank you to finishing the data collection! Status Thank you to finishing the data collection! If you completed it, please provide feedback in the TSDL survey at: https://www.surveymonkey.com/r/69HQ8BG (will also be emailed to the completed TSDL Respondents) Additional Questions/Comments: please contact Annette at severson_a@cde.state.co.us or 303- 866-6824

2019-2020 Collection Updates Reminder TSDL Interchange will open this fall All districts are required to report TSDL data for students in grades 6 – 12 only File layouts are posted and available at: https://www.cde.state.co.us/datapipeline/inter_teacherstudent Teacher Student Data Link– Anette Severson – severson_a@cde.state.co.us (303) 866-6824

Thank You Next Town Hall: Thursday, July 25, 2019 9 a.m.-10 a.m.