Data Pipeline Town Hall February 9th, 2017

Data Pipeline Town Hall February 9th, 2017
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

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

Important Reminder 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

Importance of Data Privacy
Federal and state laws govern data privacy, confidentiality and security and require CDE to collect data that may include personally identifiable information (PII). Name, address, personal identifier Other indirect identifiers (e.g., date or place of birth) Information that, alone or in combination, is linked or linkable to a specific student that would allow a reasonable person in the school community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty. (§ 99.3)

How to Share Data Check local policies for restrictions
Use secure-file transfer protocols Call CDE with questions about how to transmit PII securely Do not send PII over or fax Do not use PII in trainings Do not share PII with unauthorized individuals Do not share passwords For more information

Today’s Agenda Open Collections in Data Pipeline
Power School Opportunity Special Education December Count Special Education Discipline Special Education End of Year ESSA New Reporting for Homeless Students Teacher Student Data Link Course Codes Human Resources SBD Reviews Civil Rights Data Collection (CRDC)

Introductions

Open Collections in Data Pipeline

Open Data Pipeline Collections
Year Round Directory (4 Day School Week) RITS EDIS Periodic Interchanges Staff Student Special Education December Count IEP TSDL 9

Open Data Pipeline Collections
11/6/2018 Open Data Pipeline Collections Snapshots Human Resources Special Education December Count Coming Soon Student End of Year for (February Soft Opening) TSDL Snapshot 10

Power School Opportunity

Power School Opportunity
11/6/2018 Power School Opportunity Central States PowerSchool Conference hosted by KSPSUG DATES: April 3 - 5, 2017 LOCATION: Hilton Garden Inn, 410 S 3rd St, Manhattan, Kansas PHONE #: HOTEL RESERVATIONS: Ask for KSPSUG group rate of $ plus tax per night or you can click here. Conference Registration link: Registration Fee: 1 day - $75, 2 days - $150, 3 days - $200.00 Breakfast and Lunch will be provided each day. Social Night Tuesday evening Fun game night and networking opportunities. Who can breakout the quickest??? A breakout challenge room where participants can show their competitive side by working as a team to solve clues to the mystery. You will be completing puzzles and trivia in order to "break out". Race against the clock to break out before time expires. 12

Special Education December Count Data Collection

Timeline February 1st-9th: Research and resolve duplicates and data validity issues 9th: All duplicates resolved, new snapshot created and all Interchange and Snapshot errors resolved 9th-16th: Final Report review 16th: Special Education Closed, Data Submitted to CDE, ALL Final Reports are signed and submitted to DMS Special Education December Count - Kristi Gleason

Special Education December Count Assistance Needed?
We are here to help…send an or pick up the phone! No question or concern should remain unanswered or unresolved. There may be something you uncover in your Snapshot data that missed internal CDE testing. Please contact us to help you navigate through proper coding and with any warning messages related to the SAM process. protocol – please include: District # and Administrative Unit # Phone number where you may be reached Subject of the NOTE: Never send files or reports via – contact us to determine best technical assistance avenue. Special Education December Count - Kristi Gleason 15

Special Education December Count SAM Contact Information Lauren Rossini - Staff Reporting and Qualifications Exceptional Student Services Unit Phone: Kristi Gleason – Special Education December Count Custodian Data Services Office Phone: Special Education December Count - Kristi Gleason 16

Special Education December Count Contact Information Kristi Gleason – Special Education December Count Collection Lead Data Services Office Phone: Lindsey Heitman Data Services Phone: Orla Bolger Exceptional Student Services Unit Phone: Special Education December Count - Kristi Gleason

Special Education December Count Questions?
Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. Kristi Gleason (303) Special Education December Count - Kristi Gleason 18

Special Education Discipline

TIMELINE April 3rd:Discipline Action Interchange Opens May
1st: Official Count Date 8th: Date by which the following interchange files must be submitted: IEP, Discipline, Student June 8th : Administrative Units Create Snapshots 22nd: Date by which 90% of your total record count must be included in your Discipline Action File July 12th: Interchange Errors Must Be Resolved: IEP, Discipline, Student August 10th: All Snapshot Exception requests must be received by CDE 15th: Generate Complete Special Education Discipline Snapshot 16th – 23rd: Report Review 23rd: Generate Complete Special Education Discipline Snapshot. Submit Data to CDE. Upload Signed Reports to Data Management System 20 Special Education December Count - Kristi Gleason

Special Education Discipline Contact Information Kristi Gleason – Special Education December Count Collection Lead Data Services Office Phone: Lindsey Heitman Data Services Phone: Special Education Discipline- Kristi Gleason

Special Education December Count Questions?
Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. Kristi Gleason (303) Special Education Discipline - Kristi Gleason

Special Education End of Year

CEIS Reporting CEIS – Coordinated Early Intervening Services
A count of students required from AUs using Federal dollars to fund CEIS Not a new requirement - records used to be submitted through Sped EOY What is NEW? Separate CEIS File added to IEP Interchange to track these records 1 single CEIS File will be required around the same time as Sped EOY (September), but will not be a part of the actual snapshot *Only 1 AU required to submit CEIS file in 16-17

ESSA New Reporting For Homeless Students

Data for McKinney-Vento Students
26

Data Quality: Overview
The “What” of what we are reporting Under ESSA, beginning 17-18, we must report data on graduation rates and student assessment for McKinney-Vento students on state report cart Accurate data is now increasingly important Will be compared nationally Must be able to de-duplicate at the state level by SASID (State Assigned Student ID) before submission to U.S. Department of Education Grade level, primary nighttime residence, subgroup status, assessment data and graduation rates Need to be tied to SASID to report accurately 27

Data Quality: Overview
The “Why” of what we are reporting Numbers are submitted to U.S. Department of Education released to stakeholders (politicians, governor’s office, nonprofits, HUD, etc.) and the press by state, county and district levels Give us an accurate picture of the state, what we’re doing well, where we need improvements, resources, etc. Helps assist state and districts in strategic planning Helps state articulate why and where we need more resources-ex. Liaison capacity 28

Two Data Collections State Coordinator
Homeless Liaison Data (Duplicated) Data Pipeline to CDE from Local Access Manager (LAM) NCHE Press Reconcile at CDE U.S. Department of Education Stakeholders IMS Can De-Duplicate at State by SASID 29

Recurring Themes Closer communication strategies between individuals identifying students and the LAM or those responsible for data reporting May be speaking in different terminology Assuring student data is correct year-to-year (rollover) What is your district’s procedure for requalifying students? ESSA provides new opportunity for data reliability-not seen before Online Survey Instrument has been sufficient in the past; no longer the case due to graduation, assessment and de-duplication requirements Statewide Numbers (LEA Only) 22,931 (liaison) vs 24,846 (IMS)=1,915 3,394 by SASID 30

Changes to McKinney-Vento
On December 10, 2016, #5 “Awaiting foster care” was removed from McKinney-Vento eligibility 31

Two Pipelines: What We Have Now
State Coordinator Homeless Liaison Data Data Pipeline to CDE from Local Access Manager (LAM) NCHE Press Reconcile at CDE U.S. Department of Education Stakeholders IMS 32

Ideal Data Flow for Future
U.S. ED State Coordinator Data Pipeline at CDE LAM Homeless Liaison/Those Identifying 33

Our Role Help assure the two pipelines have accurate information and are equal at the local level Suggested activities Determine your district’s LAM Reconcile your MV list with what is in your IMS monthly Create an internal procedure for letting Food and Nutrition know and marking in SIS MV students ASAP Determine year-over-year procedures to end date students no longer MV eligible and requalify those that are still eligible 34

Questions? 35

Teacher Student Data Link

Important Dates Statewide Standard Course Code Submission Interchange:
Open year round Must be completed prior to uploading TSDL interchange files Interchange: Open Monday, November 14, 2016 Remains open throughout the year Snapshot: Open Wednesday, February 8, 2017 GOAL: “Submit to CDE” by Friday, June 30, 2017 REQUIRED DEADLINE: Finalize by Friday, August 25, 2017

Training Two webinar trainings will be offered:
Thursday, February 9th 10:30 to 11:30 am Tuesday, February 14th from 1 to 2 pm Each webinar will contain the same information To access either training: Call in number:

Resources File layouts, templates, business rules, authority, process and checklist of steps and previous training slides can be referenced at: Contacts: Hai Huynh - or Annette Severson – or

Statewide Standard Course Codes

Statewide Standard Course Code (SSCC) system is open and available for districts to submit data. Visit the SSCC website for details: Timeline for is online Resources on transitioning to SCED version 3.0 Suggested Deadline: February 15, 2017 SSCC - Morgan Holmgren – –

SCED 3.0 In districts must submit course codes that are in SCED version 3.0 Course codes that only exist in versions 1.0 and 2.0 have been deactivated This will primarily effect courses that are listed as Prior-to- Secondary For example: Courses codes starting with a 5 will need to be changed SSCC - Morgan Holmgren – –

Questions Visit the SSCC website for details: Any questions now?
Any questions now? Contacts: Morgan Holmgren

Human Resources Snapshot

HR Timeline- Last Week! February 2nd: Snapshot error free
2nd – 16th: Review reports 16th: Snapshot must be finalized on or before this date Staff Interchange/Human Resources— Annette Severson—

Additional Information
Please contact me for help, additional resources can be found: Staff Interchange: Human Resources: Contact: Annette Severson (303) or Staff Interchange/Human Resources— Annette Severson—

SBD Reviews

Student Assessment Data Cycle
STUDENT TESTING Districts can update data in vendor system before, during, or after testing* PRE-ID EXTRACT Districts upload data to Data Pipeline CDE downloads data from Data Pipeline to submit to vendor system CDE submits data to vendor system SBD REVIEW Vendor provides data to CDE CDE loads data into Data Pipeline Districts download and update data Districts submit and approve data CDE returns data to vendor Vendor merges student demographic data with score data and provides files and reports to districts and schools through vendor system *Not applicable for all assessments Assessment ∙ Melissa Mincic ∙ or

Student Assessment Data Cycle: Before Testing
Pre-ID Extract & Student Testing Prep (CMAS Example) Cycle Activity Task Expected Date(s) Pre-ID extract Districts update data in Data Pipeline December 16th CDE downloads data from Data Pipeline, validates file for accuracy and completeness, and submits to vendor system December 16th – January 6th Preparing for student testing in vendor system Districts work in vendor system to: Assign student test accommodations Confirm testing format (i.e., online or paper) January 9th – January 27th Districts complete student transfer requests April 28th Vendor creates labels for testing booklets Districts update student demographic data in vendor system (can be done in vendor system and/or during SBD) May 17th Assessment ∙ Melissa Mincic ∙ or

Student Assessment Data Cycle: During Testing
Student Testing (CMAS Example) Cycle Activity Task Expected Date(s) Student testing Districts conduct testing April 10th – April 28th* Districts update demographic data and not tested/void codes in vendor system (can be done in vendor system and/or during SBD) Prior to May 17th *Some districts may begin testing online ELA/math as early as March 17th and high school science as early as March 27th. Assessment ∙ Melissa Mincic ∙ or

Student Assessment Data Cycle: After Testing
Student Testing & SBD Review (CMAS Example) Cycle Activity Task Expected Date(s) Data clean up in vendor system Vendor receives all scorable paper tests* May 5th Districts update demographic data and not tested/void codes in vendor system (can be done in vendor system and/or during SBD) Prior to May 17th SBD review Vendor provides data to CDE May 19th CDE loads data into Data Pipeline May 22nd Districts download and update data (demographic data and void/invalidation codes can be updated in vendor system and/or during SBD) Districts submit and approve data June 1st CDE validates data and returns data to vendor Immediately after SBD closes *If scorable materials are not picked up by May 3rd, there is no guarantee that records for these PBT students will be included in SBD or scored. Assessment ∙ Melissa Mincic ∙ or

Student Assessment Data Cycle: After Testing
Release of Results (CMAS Example) Cycle Activity Task Expected Timeline Creation of score file, data validation and quality control processes Vendor merges student demographic data with score data, validates data, and provides student level data files to CDE Immediately upon receipt of SBD data from CDE CDE validates student level score files Immediately upon receipt of score files from vendor Embargoed release of student-level data files CDE releases embargoed student level data files to districts and schools through vendor system ELA/math – Paper scores may be available after online results Preliminary rolling file: Early June Final student data file: Early July S/SS student data file: Mid June Assessment ∙ Melissa Mincic ∙ or

2016-2017 SBD Reviews Assessment Tentative SBD Review Window
ACCESS for ELLs 03/13/17-03/24/17 CO PSAT 10/CO SAT* 05/15/17-05/24/17 CMAS Science/social studies CoAlt science/social studies ELA/math (PARCC ) CSLA 05/22/17-06/01/17 DLM 06/19/17-06/27/17 *Will count for accountability reporting beginning in 2017 Assessment ∙ Melissa Mincic ∙ or

2016-2017 SBD Reviews SBD T/TA resources
Please provide us your feedback by Friday, 02/17! SBD manual: SBD training webinar: /?launcher=false&fcsContent=true&pbMode=normal Resource Date Available/Scheduled SBD manual Friday 02/24/17 COB SBD training webinars Tuesday Wednesday 03/07/17 03/08/17 1:00-2:00 pm 9:00-10:00 am Assessment ∙ Melissa Mincic ∙ or

Civil Rights Data Collection

Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
CRDC Documentation on the School Level Table posted at Elements CDE will provide posted at CDE CRDC webinar items posted January 24th February 7th Jan Rose Petro

CRDC Jan Rose Petro

CDE Notes for LEAs CDE zero-filled fields related to Zero Tolerance Policies Corporal Punishment = N (no need to zero-fill) LEAs with Integrated Math will need to add these students to appropriate counts as applicable All discipline data from School Discipline & Attendance Two elements only from Special Education Discipline Possible errors since SDA is full year and CRDC relates to Oct. counts TSDL Course Completion and Roster Dates- missing data Jan Rose Petro

CDE Notes for LEAs Advanced Placement Courses CDE used TSDL as base, if none reported, CDE submitted ‘No’ However, some LEAs DO have results in our Advanced Placement file If LEAs want to correct, will have to change to ‘Yes’ and submit data OCR Reminder: Data file elements and headers should reflect “LEA_GED” instead of “LEA_HSE.” Jan Rose Petro

CRDC CDE has completed pre-population CRDC will open to LEAs tomorrow February 10, 2017 Deadline is April 28, 2017 AWS (Advance Website) Partner Support: (855) or Jan Rose Petro

2015-16 CRDC New User Starter Kit
Jan Rose Petro

2015-16 CRDC Videos Available
Jan Rose Petro

CRDC Accessing AWS Please note: The Advance Website System has been operating less than optimally, so LEAs may run into some bugs as data is submitted. Please contact the Partner Support Center for assistance. Jan Rose Petro

Advance Website To Upload a File into CRDC 1. Click on File Upload Jan Rose Petro

Advance Website 2. Click Add Files and select your file from the browser Jan Rose Petro

Advance Website 3. Click Start Upload Jan Rose Petro

Advance Website NOTE: Wait for Parsing complete and then click on the blue text to go into the submission success and errors screen to see errors that occurred during upload. You can download an Excel report of the upload errors. Jan Rose Petro

Advance Website 4. Select the Submission errors button 5. Click Excel (this will create the upload report). Jan Rose Petro

Advance Website The upload report shows the elements and messages for the errors. The elements with errors did not load successfully into the LEA or School Forms. Excel Upload Error Report Sample: Jan Rose Petro

Advance Website Error Resolution Report is labeled school error report for advanced CRDC users (or something similar) in the dropdown. This report is located under Reports on the top right side of each screen: Jan Rose Petro

Advance Website The report is currently not on the CRDC dropdown list due to errors. Once available it will produce the Error Resolution Report which shows the errors and warnings for data that is currently in the system or is required to be entered into the system. Jan Rose Petro

Advance Website Errors within the school forms can be corrected right on the Error Resolution Report by copying and pasting the Dependent Element ID into the yellow Edit Element ID column and the Reason Code into the yellow Reason Code column. PLEASE NOTE: PRIOR TO RESOLVING ERRORS ON THE ERROR RESOLUTION REPORT, YOU SHOULD CONTACT PARTNER SUPPORT TO GET SPECIFIC AND DETAILED INSTRUCTIONS. THEY WILL WALK YOU THROUGH THIS PROCESS SO YOU HAVE A THOROUGH UNDERSTANDING OF HOW THIS WORKS. Example: Jan Rose Petro

Advance Website This document can then be saved as csv and then uploaded through the File Upload process to resolve errors without having to go into each school form. Jan Rose Petro

Advance Website Whew! We made it! Jan Rose Petro

Commenting on CRDC The Federal Register 96446, the U.S. Department of Education announced the proposed Civil Rights Data Collection (CRDC) for public comment under the federal Paperwork Reduction Act. Comments are due February 28, 2017. One of the items of interest is the proposed data collection of a new data element that asks for the bandwidth at the school. (see A2-69). information-collection-activities-comment-request-mandatory-civil-rights-data- collection Jan Rose Petro

CRDC THANK YOU!!! Jan Rose Petro

Data Pipeline Town Hall February 9th, 2017

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