September 12th, 2019 Data Pipeline Town Hall 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

We will hold the Q&A session at the end of the presentation: 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://www.cde.state.co.us/idm https://www.cde.state.co.us/i dm/faq Frequently Asked Questions 1-12 #12 Where can I find the Identity Management role mappings for Data Pipeline and other applications? https://www.cde.state.co.us/i dm/rolemappings

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 Data Privacy Student October Staff Interchange End of Year

Open Collections in Data Pipeline

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

Open Data Pipeline Collections 12/2/2019 Open Data Pipeline Collections Snapshots End of Year Special Education EOY Student October Coming Soon

Data Privacy

Use by School Officials for Legitimate Educational Purpose Instances in which Districts/Schools can share Student PII with other Districts/Schools Use by School Officials for Legitimate Educational Purpose Student information may be disclosed to school officials who the district has determined to have legitimate educational interests, so long as reasonable methods are used to ensure that the school officials obtain access to only those education records in which they have legitimate educational interests. Note, this includes when the disclosure is to a contractor, consultant, or other party, provided that the third party: (1) performs an institutional service or function for which the district would otherwise use employees; (2) is under the direct control of the district with respect to the use and maintenance of education records; and (3) is subject to the requirements of FERPA, 34 CFR § 99.33(a) governing the use and redisclosure of personally identifiable information from education records.

Student Transfer and Enrollment Instances in which Districts/Schools can share Student PII with other Districts/Schools Student Transfer and Enrollment Student information may be disclosed, subject to the requirements of FERPA, 34 CFR § 99.34, to officials of another school, school system, or institution of postsecondary education where the student seeks or intends to enroll, or where the student is already enrolled so long as the disclosure is for purposes related to the student's enrollment or transfer and the student’s former district has provided prior notification of this service through its annual FERPA notification letter.

Instances in which Districts/Schools can share Student PII with other Districts/Schools Educational Studies Student information may be disclosed to organizations conducting studies for, or on behalf of, the district to: (1) develop, validate, or administer predictive tests; (2) administer student aid programs; or (3) improve instruction. Disclosures for the purposes of such studies must ensure that the study is conducted in a manner that does not permit personal identification of parents and students by individuals other than representatives of the organization that have legitimate interests in the information, the information is destroyed when no longer needed for the purposes for which the study was conducted, and the district enters into a written Data Sharing Agreement.

Tips for Transmitting Personal Information Safely Beware, Email is Inherently Insecure When an email is sent, it travels across a series of networks and servers to reach the recipient, often in human-readable text. During that time, it’s possible for hackers to intercept it without detection. Besides the transmission part, a copy of email messages is typically stored on your computer, your server, likely your server’s backup server (physical or in the cloud), the recipient’s computer, their server, their server’s backup… Hackers have been known to enter a network through a vulnerability and remain in the shadows for weeks, months, or years.

Tips for Transmitting Personal Information Safely Email Can Be Secured Using Encryption Technology Encryption is the process of converting a message into random characters that can only be decrypted and understood by an authorized party. When encryption is enabled for email, the sender’s message is diverted to a secured portal. The intended recipient is emailed a link to the portal where they can create a logon (username and password) from which they can then retrieve the message. 

Tips for Transmitting Personal Information Safely Use File Transfer Tools, Rather Than Email The more secure way to electronically transfer sensitive information is through a file sharing program. Web portals are growing in popularity, and are especially useful in healthcare, financial services, and other industries with strict requirements like HIPAA. An individual is given a username and password to access an organization’s portal. People can send messages and upload documents within the portal while logged in via a secure (https) connection.

Tips for Transmitting Personal Information Safely Last Resort - Fax If you really can’t put one of the above in place, fax it. Faxing essentially encodes a picture of a document and transmits it on plain old telephone lines. For this, and other reasons, it is not as susceptible to snooping. It’s also not a focus for cyber criminals.

Student October

Written requests for Variance Waivers are required Student October 2019-2020 Please remember that if you are requesting an alternative Student October Count date or a Free and Reduced Lunch Variance Waiver please do so by no later than September 15th. Written requests for Variance Waivers are required Submitted to Jennifer Okes, Chief Operating Officer (okes_j@cde.state.co.us) Addressed to Commissioner of Education Deadline for Submission is September 15, 2019 Please make sure your LEA’s Pupil Count Coordinator and Nutrition Director are informed of the request and/or approval of Variance Waiver.

Student October 2019-2020 There are a lot of upcoming webinar trainings for New Data Respondents, Veteran Respondents and for Particular Topics such as: Free and Reduced Lunch Program EL Coding (an abbreviated version of the in-person trainings) Postsecondary Programs Early Childhood Preparing for Audit PAI Codes Data Validation Duplicate Process For information on the trainings, please go to: https://www.cde.state.co.us/datapipeline/20192020stuocttrainingschedule

To Learn More About the Student October Collection Go To: Student Interchange information: https://www.cde.state.co.us/datapipeline/inter_student Student October information: https://www.cde.state.co.us/datapipeline/snap_studentoctober CDE School Auditing Office: https://www.cde.state.co.us/cdefinance/auditunit Audit Resource Guide https://www.cde.state.co.us/cdefinance/studentoctobercountauditresourceguide2019

Student October 2019-2020 Some Reminders: If you are a district LAM please make sure that your data respondents are up-to-date in the IdM system. This means adding new respondents and removing respondents no longer with your district. Begin working on your interchange files (Student Demographic and Student School Association) Exception Templates for general exceptions, alternate count date and transfer date can be found here under the heading “Template”. https://www.cde.state.co.us/datapipeline/snap_studentoctober Exception requests get uploaded to your district’s Syncplicity folder ending in “student”

Student October 2019-2020 Contacts:

Student October 2019-2020 Contacts:

Some Tips for Accurate Data Reporting Student October 2019-2020 Some Tips for Accurate Data Reporting Data respondents should be coordinating with their district/LEA business officials to make sure that reported counts align with projections and if not to make sure that they are comfortable with the differences. Prior to finalizing Student October Count data, districts should review, at a minimum, the counts that will be used to determine Total Program funding. This includes: FTE counts by grade Free lunch counts for all funded students *Please note that comparisons between current year data and prior year data should be made to ensure that districts are accurately reporting these counts. Once the data collection is closed, no additional changes can be made until the School Auditing Office conducts the pupil and at-risk count compliance audit (usually 1-3 years after the data are finalized).

Other General Student October Reminders LEAs should now be working on interchange files (demographic and SSA) for Student October Count. Those interchange files should be error free before a snapshot is created. Use Cognos reports or the Pipeline error report to pinpoint issues and to correct coding. If you believe coding is correct, request exceptions using the exception template and uploading into your district’s Syncplicity folder ending with the word “student.” Don’t wait until the last minute to work on your files. The Student October data collection is complicated and requires time. Don’t hesitate to reach out for help if needed.

Staff Interchange

Timeline Highlights Start early… Staff Interchange is open and files can be uploaded multiple times throughout process November 27th (before Thanksgiving) – Upload Interchange files at least once December 19th (before winter break) Interchange files error free January 24th – 31st Special Education Data Report Review Week Staff Interchange – Annette Severson – severson_a@cde.state.co.us

Staff Assignment – Code Changes New teaching subject area code 2800 – JROTC/ROTC JROTC/ROTC (A program that introduces students to professional education and training of military officers in leadership, military science and operational studies, security policy and strategy, military economics and management, and pre-officer training.) Code 06 (HQ via 24 semester hours) is no longer valid for Demonstrates In-Field Status Staff Interchange – Annette Severson – severson_a@cde.state.co.us

Demonstrates In-Field Status 1 Update For teachers teaching one of the subject area codes listed below, the most applicable code below must be reported and cannot be 00: For all other teachers and staff, 00 may be reported for N/A Required for the following teaching subject area codes: 0010 (general elementary) 0015 (general 7th/8th grade) 0070 (co-alt exclusively) 0200-0299 (art) 0500-0599 (English Language Arts) 0600-0699 (Foreign Languages) 1100-1199 (Mathematics) 1200-1299 (Music) 1300-1399 (Natural Science) 1500-1599 (Social Science) 1700-1799 (Special Education) Code Description 01 Subject Area Endorsement on Teaching License 02 Degree (BA or higher) in subject area 03 36 semester credit hours in subject area 04 Passed State Board of Education approved content exam in subject area 05 None (teacher is out of field) Staff Interchange – Annette Severson – severson_a@cde.state.co.us

In-Field Status Resources Staff Licensing Status Report (Cognos -> Staff Profile) Provides all current licenses and endorsements held for ALL staff reported in the Staff Profile file based on the SSN in the file If a staff person is not in the report, then a license was not found for the SSN reported Check to ensure the SSN on the license matches the SSN in the Staff Profile file and in EDIS ESSA In-Field Crosswalk: Provides allowed endorsements for each teaching subject code Provides Subject Area of Degree code for each teaching subject code Crosswalk available at: https://www.cde.state.co.us/datapipeline/inter_staff Staff Interchange – Annette Severson – severson_a@cde.state.co.us

Staff Interchange information: Resources and Contact Information Staff Interchange information: 2019-2020 Training Slides and Recording now available online: http://www.cde.state.co.us/datapipeline/inter_staff Annette Severson: severson_a@cde.state.co.us (also HR) Lindsey Heitman: heitman_l@cde.state.co.us (also Dec Count) Snapshot information: Human Resources - http://www.cde.state.co.us/datapipeline/snap_hr Special Education December Count - http://www.cde.state.co.us/datapipeline/snap_sped-december Staff Interchange – Annette Severson – severson_a@cde.state.co.us

Student End of Year

The Student End of Year Data Collection Deadline is Today

How To Submit Your EOY Snapshot Student End of Year 2018-2019 How To Submit Your EOY Snapshot 1. 2. 3.

Student End of Year 2018-2019 Thank you to all of the Student End of Year Contacts for all of the hard work you do to submit your district’s data accurately and on time!

Thursday, September 19th 2019 9 a.m.-10 a.m. Thank You Autumn in All Her Beautiful Majesty Will Soon Be Upon Us Next Town Hall: Thursday, September 19th 2019 9 a.m.-10 a.m.