Data Pipeline Town Hall July 25, 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 End of Year Student October Special Education EOY Special Education Discipline

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 11/7/2019 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 meets every other Thursday. Here are the remaining summer Town Hall dates: August 8th and 22nd

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.

Please include a file path to your exceptions Student End of Year 2018-2019 If your data is accurate and you need exceptions to over-ride your errors in Data Pipeline, please save an exception request to your Syncplicity student folder and email mail me and let me know you have an exception that you’d like processed. Please include a file path to your exceptions Please include your district number in your emails Exception Template: Exception Request Template and Instructions - Link (XLSX) 

SE104 errors can be corrected and do not need exceptions. Student End of Year 2018-2019 SE104 errors can be corrected and do not need exceptions. If a grade K-12 student was reported last year with Exit Type=00 in the last detail record, their first detail record must be reported with an Entry Type = 02, 03, 11, 90, 91 or 00. Please update the entry type in your School Association file. Students must have a record in the subsequent year if they leave with a 00. It can be a “one-day” record with a 08012019 entry date, 02 entry type, 08022019 exit date and the appropriate exit type.

Student End of Year 2018-2019 If you have an error free snapshot, please use this time to start reviewing your Cognos reports, including: Student Dropout List Students from Current AYG Rate reports Please make sure that you’re reviewing the 2018-19 reports and that you select the Anticipated Year of Graduation as 2018-2019.

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.

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.  An August 29th training was added to the 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

Student October A Free & Reduced Lunch Training is Now Scheduled!!! When: September 19, 2019 from 2:00 p.m. to 3:00 p.m. Call in and log in information: Phone: 855.397.4421 https://cdeinfotech.adobeconnect.com/data_services/ This training is designed to help districts to know which students meet eligibility requirements for free and reduced lunch and how to properly code them for Student October Count.

Student October ASCENT Webinar Regarding ASCENT Student Coding for the 2019- 2020 October Count and 2018-2019 End-of-Year Reports and Audit Requirements Is Now Scheduled! When: August 7th, 2019 from 2:00 p.m. to 3:00 p.m. Call in and log in information: When: Wednesday, August 7th from 11:00 to 12:00 Here is the information that you will need to access the webinar on August 7th: Zoom Video Conference Access: https://zoom.us/j/970942807 Meeting ID: 970 942 807 You can choose either the computer audio or phone call option Phone call option - Phone #: 1-720-707-2699 Meeting ID: 970 942 807#

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 In addition to the Title I fact sheet, there is also now a free & reduced lunch fact sheet at: http://www.cde.state.co.us/cdefinance/at- riskdatavalidationbestpractices

Special Education EOY

Special Education EOY Important Dates September 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 Snapshots have been running quickly this week  Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759

Special Education EOY Duplicates Error: SY260 Testing this validation as an error instead of a warning this year Other AU is listed at the right end of the detail error report Contact list may be found in Cognos under Special Education EOY or Syncplicity (December Count list should be pretty up to date) 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 August 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 (earlier than this is okay!) *Can every AU please create a new snapshot prior to running reports and final submission of data? Thanks!

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

Thursday, August 8th, 2019 9 a.m.-10 a.m. Thank You Next Town Hall: Thursday, August 8th, 2019 9 a.m.-10 a.m.