1. Data Pipeline Town Hall July 23th, 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
Data Pipeline support is

2. 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 2

3. Town Hall Invitation 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 , names, adding phone numbers.
Thank you 3

4. Introductions 4

5. Today’s Agenda Open Collections in Data Pipeline
Civil Rights Data Collection
Data Pipeline Users Group
Directory
TSDL
Student End of Year
Rollover for Student Interchange
October Count
Special Education End of Year
Special Education Discipline 5

6. Open Collections in Data Pipeline6

7. Open Data Pipeline Collections
Year Round
Directory
School Code Changes (Should have sent them to CDE by now)
District Calendars
RITS
EDIS
Periodic
CMAS PARCC English Language Arts and Mathematics SBD 7/17/2015 – 7/29/2015
Interchanges
All Interchanges are open 7

8. Open Data Pipeline Collections
Snapshots
Special Education Discipline (Closes August 26th)
Student Interchange (District)
Discipline Interchange (District)
IEP Interchange (Administrative Unit)
Directory
RITS 8

9. Open Data Pipeline Collections
Snapshots
Special Education End of Year (Closes October 13th)
IEP Interchange (Administrative Unit)
Student Interchange (District)
Directory
RITS 9

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

11. Open Data Pipeline Collections
Snapshots
Teacher Student Data Link (Closes August 28th )
Teacher Student Data Link Interchange
Student Interchange (student demographics)
Staff Interchange (staff profile)
State Standard Course Codes 11

12. Open Data Pipeline Collections
Other….
Math Science Partnership will be in ADE - Now Open 12

13. Civil Rights Data Collection13

14. 2013-14 Civil Rights Data Collection
31 LEAs have now certified. Thank you!
8 LEAs are 100% complete, but have not yet certified.
Due date is August 7, (just 2 weeks away)
Need assistance? Contact CRDC Partner Support Center
Phone: (844)
Notes:
If any data appears incorrect, then overwrite.
If find issues, please work with CDE to correct for collection.

15. Data Pipeline Users Group15

16. Data Pipeline Users Group
Reducing manual entry within the RITS Match Tool Follow-up
Program Code Information Gathering Continued Discussion
English Learner Edits Information Gathering

17. Directory 17

18. Directory Please make sure you update:
Addresses of schools if necessary
District key personnel
District board members along with their addresses
School Principals
District calendar
Vendor information
Contact: 18

19. TSDL 19

20. CDE Contacts Educator Effectiveness Contact: Data Services Contact:
Joslyn Robich –
Data Services Contact:
Annette Severson – 20

21. TSDL Status Deadline: August 28 Numbers to Date:
~82% of Districts have uploaded data files
~51% of Districts of snapshots created
~22% of Districts are complete! 21

22. TSDL Steps Create Snapshot and validate data reports Submit to CDE
All courses have been mapped to the State Standard Course Code
All staff reported in the instructor file are also reported in the Staff Profile file
All students reported in the enrollment file are also reported in the Student Demographic file
Course Enrollment file has been uploaded, complete and error free
Course Instructor file has been uploaded, complete and error free
Create Snapshot and validate data reports
Submit to CDE 22

23. TSDL Tips Use Pipeline Reports -> Error Reports to view errors
Quicker
Can download into excel for further review/sorting
Snapshot only pulls the records where the Local Course Code and Section Code combination is the same in both Course Instructor and Course Enrollment files 23

24. Resources
TSDL Interchange Documentation found at:
TSDL Snapshot Documentation found at:
Contacts:
Joslyn Robich –
Annette Severson – 24

25. Student End of Year 25

26. 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 school year 26

27. Student End of Year Create your Student End of Year snapshot
Free and Reduced lunch reset during rollover
Thank you to all districts who are being proactive completing snapshot
DO NOT send sign off form
These are due in December 27

28. Student End of Year Common errors which require exceptions
SE049 – Student reported in October and not enrolled on October 1st in Student End of Year
SE060 – Student on enrolled on October 1st in End of Year and not reported in October collection.
SE061 – Student earned High School Equivalency (GED)
SE168 – Grade to age error 28

29. 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 29

30. Deadlines Error free student end of year snapshot
July 30th
First submission to CDE
September 10th
All data must be submitted according to board rules 30

31. Trainings Training materials Exceptions or Questions?
PowerPoint and Recorded webinar
Checklist for student end of year collection
Step by step process documentation
Exceptions or Questions?
Kevin Smith 31

32. Rollover for 2015-16 Student Interchange32

33. Year Round Rollover Year Round Collections Rolled Over
RITS and EDIS
Directory
Start seeing school year in drop downs. 33

34. Interchange Rollover Interchange rollover has started.
Hope to have student interchange open later this week
school year in error detail report drop downs.
Student End of Year uses school year
Student October uses school year 34

35. Student Interchange Rollover
Student and School association now have both and years in the drop downs
Defaults to
Please make sure select correct year
Please be careful with the school year
Pick the correct year
Student End of Year
Student October 35

36. October Count 36

37. Student October 2015-2016 Student October trainings Schedule posted
Late August and early September
Schedule posted
More information on the collection 37

38. Special Education End of Year38

39. Updates
SY258: WARNING - These students were reported on the previous EOY as exiting due to 01-Reached Maximum Age for Services, 02-Death, 90-Graduated or 92-Completed (non-diploma certificate); please verify attendance.
FIXED
SE114: WARNING - Age is outside of the min/max range for this grade level. Please verify if Grade Level is accurate.
DEACTIVATED at interchange level because exact same Error exists at snapshot level – SY250
SY108: the cognos detail error report is exporting the details of this error now in the Excel 2007 Format option – second option. (currently not the 2007 Data option). 39

40. Snapshots
Current issue with Sped EOY snapshots getting hung up during processing. Confirmation doesn’t send and errors are not visible as the snapshot doesn’t finish.
Sorry for the inconvenience
Development will need look into this closer 40

41. All errors resolved – IEP Interchange and Sped EOY Snapshot errors
Upcoming Due Dates
At least one Special Education EOY Snapshot created by this date
Last week!
Wednesday July 15
Last date to send in Exceptions
Tuesday September 8
All errors resolved – IEP Interchange and Sped EOY Snapshot errors
Tuesday September 15 41

42. Did Not Qualify ?’s
DNQ (did not qualify) students – students who came into the reporting period as 06 referral (receiving Special Ed. services) and were at some point during the year staffed out of services.
Report exiting students who are staffed out with all the Sped services info that was in effect on their last day of service.
Make sure to keep the following Sped services information fields filled in:
Eligibility and Services = 02 eligible
Sped Service Hours 42

43. Upcoming Webinars Special Education Huddles:
Tuesday July 28 from 11:00 – 12:00 (Special Education EOY and Discipline)
Sped EOY Reports Training Webinar:
Tuesday September 8 from 10:30 – 12:00 43

44. Special Education Discipline44

45. Last but not least
Thank you to the majority of folks who worked through the interchange validations and have started to work through Snapshot errors. Great Work! 45

46. Data Validity Checks
The data team has started looking at and identify some possible data reporting issues and will be communicating any out in the next few weeks. We will start the Expulsion comparison process between the Special Education End of Year and Special Education Discipline soon so start looking now to ensure they are reported consistently. 46

47. Data Reporting Issues
An went out to districts with data reporting issues.
Records in Incident but not in Action – URGENT
Add records in Action matching up the Incident Identifier
Records in Action but not in Incident
Add records in Incident matching up the Incident Identifier
Incident and School Comparison Report
Work with district respondent to report consistent dates and school codes in discipline and school association during the time of the incident. 47

48. Report Training Link to the June Discipline Report Webinar
Upcoming Report Trainings
08/04/
8/11/
Adobe Connect web address: Call-in number:
The contents covered in 8/4 will be repeated on 8/11. 48

49. TIMELINE
August 6 –Date by which 90% of your total records must be passed Special Education Discipline Snapshot Validations.
Be sure to clean up any outstanding data reporting issues identified by this date. 49

50. Questions
If you have ANY questions about the Special Education Discipline Data Collection please feel free to contact us.  We are just a phone call away!
Kristi Gleason Data Custodian
Lindsey Heitman
Please include the following team members in your communications
In the subject line of the if you would please include the following information:
District number
Administrative Unit number
Subject of the along with any business rules or name of a report if applicable. 50

51. Town Hall Summer Calendar51

52. Summer Schedule July and August
Town Hall will be held every other week:
July 9 and 23  (No Town Hall on July 2, 16 and 30)
August 6, 20 and 27 (No Town Hall on August 13) 52

53. Thanks for your participation!
               
“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 Tib
Thanks for your participation!
Next Town Hall:
Thursday, August 6th, 2015
9 a.m.-10 a.m. 53