1. Data Pipeline Town Hall September 3, 2015 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.usdatapipeline.support@cde.state.co.us

2.  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 Webinar Etiquette 2

3.  Lists are generated from IdM groups  LEAs are responsible for maintaining the groups  Please be sure to update accounts for changes including no longer at your LEA, change of email, names, adding phone numbers.  Thank you Important Reminder 3

4. 4

5.  Open Collections in Data Pipeline  Civil Rights Data Collection  RITS  Student October  Title 1  Student End of Year  Special Education End of Year  Staff Today’s Agenda 5

6. Open Collections in Data Pipeline 6

7. Year Round  Directory  School Code Changes (Should have sent them to CDE by now)  Ensure that your Superintendent, Principals and Key Personnel are up to date. Data from Directory will be going into publications soon.  RITS  EDIS Interchanges  All Interchanges are open Open Data Pipeline Collections 7

8. Snapshots  Special Education End of Year (Closes October 13 th )  IEP Interchange (Administrative Unit)  Student Interchange (District)  Directory  RITS Open Data Pipeline Collections 8

9. Snapshots  Student End of Year (Closes September 10 th )  Student Interchange  Title I  SPED IEP  Directory  RITS Open Data Pipeline Collections 9

10.  Other….  Math Science Partnership will be in ADE - Now Open (September 30, 2015) Open Data Pipeline Collections 10

11. Civil Rights Data Collection 11

12. 2013-14 Civil Rights Data Collection  As of Tuesday, September 2 nd 153 LEAs had certified. Thank you!  5 LEAs were 100% complete, but had not yet certified.  Another 4 LEAs were 90% or more complete.  Due date was August 21, 2015  Need assistance? Contact CRDC Partner Support Center  Email: CRDC@sanametrix.comCRDC@sanametrix.com  Phone: (844) 338-2732  Notes:  If any data appears incorrect, then overwrite.  If find issues, work with CDE to correct for 2015-16 collection.

13. RITS 13

14. RITS Website  The Record Integration Tracking System (RITS) is a repository of students and their assigned State Assigned Student Identifier Numbers (SASIDS). Entering students directly into RITS is usually reserved for small numbers of students. Before adding an individual student directly into RITS first check to see if they already have a SASID by using the link on the left of the screen that reads “Student Search/Update.”  If after entering your student’s name a record pulls up, double check that it’s indeed your student by looking at both the names and the previous district name in RITS. If you’re sure it’s the same student go ahead and just update the student.  Please note updating more than one field at a time will cause the student to go into case review. To avoid this, just update one field at a time press the save button and then update the next field.

15. RITS Website *IMPORTANT If you change a student's name or other information in RITS, make sure you select the student's school each time you submit data or it defaults to the first school on the list.

16. Data Pipeline & Duplicates  Data Pipeline is generally used for submitting larger numbers of students for SASIDS. Data Pipeline feeds into RITS.  Local Education Agencies (LEAs) may submit partial batches. Also, to avoid submitting duplicates the next time you submit a batch please note the following: Any names that are not selected in the Match Tool will not be loaded thus ensuring there are no duplicates. In other words, be sure to de- select any records that were selected.

17.  There are many ways in which to find a record if needed within the Match Tool  SASID, LASID, First Name, Last Name, Gender, Birth Date, School Building Code and Grade are ways to pin down a record within your file.  The Submit indicator lets you know if data was already submitted to RITS. So you may go in and submit the majority of your batch to RITS. Then you will want to go back and only look at records that have yet to be submitted to RITS. You can then put that indicator to ‘No’ and it will only display the records that have yet to be submitted to RITS. This can be used when you have some records that need to be researched but want to submit the records that have been resolved. The system allows you to submit a partial batch. Match Tool 17

18. Match Tool 18

19. Match Tool 19 *Important- Please note that in order to use RITS Match Tool you must select “RITS READ” under File Type. Do not select “RITS Batch” as that doesn’t allow matching and do not select “RITS Data Match” as that is for higher education institutions.

20. Information 20 For more information you may go to: http://www.cde.state.co.us/datapipeline/yr_rits Or you may contact: Genevieve Hale RITS Consultant 303-866-6612 hale_g@cde.state.co.us

21. Student October 21

22. Student October 2015-2016  Changes this year  New code of 4 in the special education transition field in the student demographic file  New Home Based Education field in the student school association file  New calculation for the Colorado Continuously, Continuously in District, and Continuously in School fields in the student school association file  Please see file layout for more information on calculation:  http://www.cde.state.co.us/datapipeline/2015- 16studentschoolassociationfilelayout http://www.cde.state.co.us/datapipeline/2015- 16studentschoolassociationfilelayout  District of Parent’s Residence for Non-Residence Students requires a valid district code 22

23. Student October 2015-2016  Added 4 as an option for the Special Education Transition field in student demographic file  This means student is in 4 th year of senior year  Small number of students meet this criteria  Student Demographics file layout  http://www.cde.state.co.us/datapipeline/2015- 16studentdemographicfilelayout http://www.cde.state.co.us/datapipeline/2015- 16studentdemographicfilelayout 23

24. Student October 2015-2016  New home based education field  Field was added to the school association file  This field is a binary field (Zero or One)  Zero indicates student is not a home school student  One indicates student is a home school student and receiving some services from the district.  Note: student is receiving some services from the district.  Home school students not receiving services will be reported as a count by grade level as done last year.  Student School Association file layout  http://www.cde.state.co.us/datapipeline/2015- 16studentschoolassociationfilelayout http://www.cde.state.co.us/datapipeline/2015- 16studentschoolassociationfilelayout 24

25. Student October 2015-2016  New calculation for the Colorado Continuously, Continuously in District, and Continuously in School fields in the student school association file.  Continuous in school and district is based on student not being enrolled for 10 more days between October 1 st and the start of assessment window.  Student School Association file layout  http://www.cde.state.co.us/datapipeline/2015- 16studentschoolassociationfilelayout http://www.cde.state.co.us/datapipeline/2015- 16studentschoolassociationfilelayout 25

26. Student October – EDAC approved changes 26 The Field [ District of Parent's Residence for Non-Residence Students ] In past years if the parents were from your district you could code this value as: Your District Code or 0000 Now: If the district of parent’s residence is your district use: Your District Code Do Not Use 0000 Otherwise use the code as you would have in the past Parent’s Home District Change

27. Student October 2015-2016  All districts should be loading the student demographics and student school association file for the 2015-2016 school year.  Student October snapshot is open  Start early and clear the interchange errors  Title 1 interchange needs to be loaded for students receiving Targeted Assistance funds 27

28. Student October 2015-2016  Student October trainings  All trainings are identical  Tuesday, August 25 th 9:00 am – 10:00 am  Thursday, August 27 th 4:00 pm – 5:00 pm  Tuesday, September 1 st 3:00 pm – 4:00 pm  Wednesday, September 9 th 1:00 pm – 2:00 pm  Adobe URL: http://connect.enetcolorado.org/data_services http://connect.enetcolorado.org/data_services  Call in number: 866-764-6750 28

29. Student October 2015-2016  Student October Schedule  http://www.cde.state.co.us/datapipeline/stuoctdeadlines http://www.cde.state.co.us/datapipeline/stuoctdeadlines  More information on the collection  http://www.cde.state.co.us/datapipeline/snap_studentoctober http://www.cde.state.co.us/datapipeline/snap_studentoctober 29

30. Student October 2015-2016 Contact information Morgan Holmgren Email: Holmgren_M@cde.state.co.usHolmgren_M@cde.state.co.us Phone: 303-866-6961 and Kevin Smith Email: Smith_k@cde.state.co.usSmith_k@cde.state.co.us Phone: 303-866-6723 30

31. Title 1 31

32. Districts with TA school(s) 2014-15 32 ACADEMYCHERRY CREEKHINSDALEN CONEJOSST VRAIN AGATECHEYENNEHI-PLAINSNORWOODSTEAMBOAT AKRONCO SPRINGSHOEHNEOTISSTRASBURG ARICKAREEDE BEQUEIDALIAOURAYSTRATTON ARRIBA-FLAGLERDEER TRAILJEFFCOESTES PARKSUMMIT ASPENDOUGLASJOHNSTOWN-MILLIKENPARK COUNTYSWINK BAYFIELDEADSJULESBURGPLAINVIEWTELLURIDE BETHUNEEATONKARVALPLATEAUTHOMPSON BOULDEREDISONKEENESBURGPLATEAU VALLEYVILAS BRANSONELBERTKIOWAPLATTE CANYONWALSH BRIGGSDALEELIZABETHLA VETAPLATTE VALLEY 3WELD 1 BRUSHFALCONLAMARPLATTE VALLEY 7WELDON BUENA VISTAFOWLERLEWIS-PALMERPOUDREWEST END BUFFALOFRENCHMANLONE STARPRAIRIEWIDEFIELD BURLINGTONGENOA-HUGOMANCOSPRIMEROWILEY GILPIN BYERSGRANADAMANITOURANGELYWINDSOR CALHANGREELEYMANZANOLARIDGWAYWOODLAND PARK CENTENNIALGUNNISONMEEKERROCKY FORDYUMA CSIHAXTUNMESA COUNTYSILVERTON CHERAWHAYDENMOFFAT 1S ROUTT

33. Districts with TA school(s) 2015-16 33 ACADEMYDEER TRAILJULESBURGPRAIRIE AGATEDOUGLAS COUNTYKARVALPRIMERO AKRONEADSKEENESBURGRANGELY RE-4 ARICKAREEEAST GRANDKIOWARIDGWAY ARRIBA-FLAGLEREATONLA VETAROCKY FORD ASPENEDISONLAMARSILVERTON AURORAELBERTLEWIS-PALMERSOUTH ROUTT BAYFIELDELIZABETHLIBERTYST VRAIN BETHUNEESTES PARKLIMONSTEAMBOAT SPRINGS BOULDERFALCONLONE STARSTRASBURG BRANSONFOWLERMANCOSSTRATTON BRIGGSDALEFRENCHMANMANITOU SPRINGSSUMMIT BRUSHGENOA-HUGOMEEKERSWINK BUENA VISTAGILPIN COUNTYMOFFAT COUNTY 1TELLURIDE BUFFALOGRANADANORWOODTHOMPSON R2-J BURLINGTONGUNNISON WATERSHEDOTISVILAS BYERSHARRISONOURAYWALSH CALHANHAXTUNPARK COUNTY 2WELD COUNTY 1 CHERAWHAYDENPLAINVIEWWELDON VALLEY CHERRY CREEKHINSDALE COUNTYPLATEAUWEST END CHEYENNE CTYHI-PLAINSPLATEAU VALLEYWIDEFIELD CHEYENNE MTNHOEHNEPLATTE CANYONWILEY COLORADO SPRINGSIDALIAPLATTE VALLEY 7WINDSOR CSIJEFFERSON COUNTYPLATTE VALLEY 3WOODLAND PARK DE BEQUEJOHNSTOWN-MILLIKENPOUDREYUMA

34.  Students enrolled in a Title I school with a:  SW program automatically flagged as Title I in student interchange.  TA program, and served with Title I money, entered into Title I Interchange which populates student interchange.  TA student data entered into the Title I Interchange informs October Count and End-of-Year collections.  Only students in Title I TA schools can be entered –no SW.  Only students receiving TA Title I services should be entered. Student Interchange and Title I Interchange work together 34

35.  Being eligible for free/reduced cost meals (FRM) does not make student Title I.  Non-Title I schools have FRM students; they are not Title I  Title I TA schools have FRM students who perform well and are not Title I.  Student can only be TA Title I if school receives Title I $$ and student served with that money. School Title I status based on FRM percentages and district decision about where to use Title I funds ( e.g. grade span ).  Academic need determines student TA Title I status, not FRM. FRM does not equal Title I! 35

36.  End-of-Year 2014-15  October Count 2014-15 data entered last Fall.  2014-15 Interchange must be updated for EOY.  Make sure all students who received Title I-funded services/ resources any time during year and what resources they received are included.  Data will be pulled when end-of-year (EOY) snapshot is taken.  October Count 2015-16  Populate the 2015-16 with the students currently enrolled who ar expected to be provided TA Title I services.  Data will be pulled when October Count snapshot is taken Challenge: Working with 2014-15 and 2015-16 data at same time. 36

37.  Students not in TA Title I schools/grade spans.  Omitting leading zeros; Gender (01,02).  Birthdates format is mmddyyyy. June 5 th = 0605YYYY.  In Excel, format field as “text” and include leading zeros.  Names and birthdates must exactly match Student Interchange. De Silva vs. DeSilva vs. de Silva. A typo or extra space attached to the beginning or end of name will create an error.  Services not marked 0 or 1; blanks are errors.  Upload file name includes blank spaces. Common Errors 37

38. 38 Title I Interchange webinars will be scheduled Training schedule will be emailed to Authorized Respondents and announced in The Scoop. Questions or issues: Donna Morganstern morganstern_d@cde.state.co.us 303-866-6209

39. Student End of Year 39

40. Deadlines  First submission due next week  Next Thursday, September 10 th  Monday is a holiday and CDE will be closed  Error free snapshot must be submitted according to board rules  Email sent yesterday with steps to submit the snapshot 40

41. Training  Training materials Training materials  http://www.cde.state.co.us/datapipeline/snap_eoy http://www.cde.state.co.us/datapipeline/snap_eoy  PowerPoint and Recorded webinar  Checklist for student end of year collection  Step by step process documentation  Please contact Duncan Anderson or Kevin Smith for assistance Duncan Anderson Anderson_d@cde.state.co.us 303-866-6970 and Kevin Smith Smith_k@cde.state.co.us 303-866-6723 41

42. Student End of Year Issues  Rule SE099  In district transfers associated with school closures and grade changes  Modify system to check if the student attended highest grade at a school in the prior year  Current work around - Request an exception  Check school year drop down on error reports  Student demographic and school association  Make sure selecting 2014-2015 school year 42

43. Student End of Year  Common errors which require exceptions  SE049 – Student reported in October and not enrolled on October 1 st in Student End of Year  SE060 – Student on enrolled on October 1 st in End of Year and not reported in October collection.  SE061 – Student earned High School Equivalency (GED)  SE168 – Grade to age error  Please use the exception template: http://www.cde.state.co.us/datapipeline/exceptionrequesttempla teinstructions 43

44. Student End of Year  Load all student files and clear errors  Student  School Association  Advanced Course Completion  Only needed if district offers AP or Post secondary courses  Common reasons students excluded from snapshot  Interchange errors  Record missing from the interchange  Primary School flag is not set correctly  Attendance code other than 01 through 08 44

45. Student End of Year  All districts should have an error free snapshot  Validate Student End of Year data using reports  Thank you to all districts who are being proactive completing snapshot  CDE will be contacting districts who do not have an error free snapshot.  DO NOT send sign off form  These are due in December 45

46. Contact information Exceptions or Questions? Duncan Anderson Anderson_d@cde.state.co.us 303-866-6970 and Kevin Smith Smith_k@cde.state.co.us 303-866-6723 46

47. 47 Special Education End-of-Year

48. 48 On the Horizon All errors resolved – IEP Interchange and Sped EOY Snapshot errors Tuesday September 8 Last date to send in Exceptions Tuesday September 15 September 15- 18 DATA REVIEW Friday September 18 All data changes fixed and snapshot complete with no errors * Duplicate checks begin on Monday September 21!

49. *All Exceptions need to be in by Tuesday, September 8*  5 Exception types for SPED EOY (listed on next slide)  Exception template/instructions posted at this link: http://www.cde.state.co.us/datapipeline/snap_sped-eoy http://www.cde.state.co.us/datapipeline/snap_sped-eoy  Snapshots/Special Education End of Year- Additional Resources. SPED EOY Exceptions 49

50. Exception Table 50

51.  SE356: Students receiving Special Education Services must have a Date of Entry to Special Education.  Anytime you have a Special Education or Part C Referral code of 06, you need to have a Date of Entry to Special Education.  SE355: Students who are not receiving any Part B services should not have a Date of Entry to Special Education.  Part C records and those who were not eligible for Sped should have a zero-filled Date of Entry to Special Education.  This one should be in production by Fri New IEP Interchange Rules 51

52.  Special Education EOY Reports Webinar:  Tuesday September 8 from 10:30 – 12:00  Email will be sent Friday with login information Tuesday Webinar 52

53. Questions or Exception Requests??  Lindsey Heitman- heitman_l@cde.state.co.us 303-866-5759heitman_l@cde.state.co.us Make sure to Cc Orla and Kristi:  Orla Bolger– bolger_o@cde.state.co.us 303-866-6296bolger_o@cde.state.co.us  Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620gleason_k@cde.state.co.us Contact Information 53

54. 54 Staff Interchange Opens October 1 st 2015

55. DateTimeTopic Monday, September 28th2:00-3:00 pmStaff Authoritative Source Thursday, October 1st3:00-4:00 pmUploading Staff Interchange Files and Updates Tuesday, October 6th1:00-2:00 pmStaff Interchange Updates Tuesday, October 13th1:00-2:00 pmHighly Qualified Edits and Reporting Fields Wednesday, October 28th10:00-11:00 amSpecial Education Snapshot Process Monday, November 2nd2:00-3:00 pmHuman Resources Snapshot Process Upcoming Trainings 55 To attend, please register using: https://www.surveymonkey.com/r/StaffTrainings2015 https://www.surveymonkey.com/r/StaffTrainings2015

56. Resources  http://www.cde.state.co.us/datapipeline/inter_staff http://www.cde.state.co.us/datapipeline/inter_staff  File layouts  Summary of changes  Timeline  Business Rules  Templates  Training information  Contact Annette Severson at: severson_a@cde.state.co.us (303) 866-6824 severson_a@cde.state.co.us

57. 57 Next Town Hall: Thursday, September 10th, 2015 9 a.m.-10 a.m. “It was June, and the world smelled of roses. The sunshine was like powdered gold over the grassy hillside.” ― Maud Hart Lovelace, Betsy-Tacy and TibMaud Hart LovelaceBetsy-Tacy and Tib Thanks for tuning in today!!