Data Pipeline Town Hall January 26, 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 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 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 email, names, adding phone numbers. Thank you 3
Importance of Data Privacy 5/25/2018 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) 4
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 e-mail or fax Do not use PII in trainings Do not share PII with unauthorized individuals Do not share passwords For more information http://www.cde.state.co.us/dataprivacyandsecurity 5
Today’s Agenda Open Collections in Data Pipeline Special Education December Count Student End of Year Read Act Human Resources TSDL Civil Rights Data Collection (CRDC) SBD Reviews
Introductions 7
Open Collections in Data Pipeline 8
Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic Interchanges Staff Student Special Education December Count IEP TSDL 9
Open Data Pipeline Collections 5/25/2018 Open Data Pipeline Collections Snapshots Human Resources Special Education December Count Coming Soon Student End of Year for 2016-17 (February Soft Opening) TSDL Snapshot Directory 4 day school week applications (2/1/2017) 10
December Count Data Collection Special Education December Count Data Collection 11
Special Education December Count Update Records Not In Dec Report (under Pipeline Reports) Records are popping into the Staff Assignment section with regular education staff with the message “Record not in Snapshot”. Development is looking into a fix. You may ignore those records in the report for now. You can download the report in excel and filter on the note column and review all messages. You can compare special education records in the staff assignment file with special education flag 1 with the Special Education December Count Staff Included report to ensure you have all staff records included in the snapshot. Remember the Admin Code must be populated on both the profile and the assignment file, special education flag must equal 1, and employment status codes must meet the snapshot criteria. 12 Special Education December Count - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
TIMELINE 19th: Interchange and Snapshot Errors must be resolved November 3rd: Snapshot Open 17th: Interchange Files uploaded at least once December 1st: Official Count Date 8th: Snapshot created at least once 15th: Interchange files error free January 19th: Interchange and Snapshot Errors must be resolved 20th - 26th: Review Staff and Student Reports *26th: Complete December Count Snapshot, Interchange and Snapshot Errors must be resolved, Staff and Student Data Validity Certifications signed and uploaded to DMS 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 13 Special Education December Count - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
Special Education December Count January 26, 2017 On January 26th all Interchange and Snapshot errors will need to be resolved and the signed Staff and Student Data Validity Certification reports uploaded to DMS verifying the data to date is valid and reliable. This is a statewide deadline necessary for conducting the duplicate process. Do NOT submit data to the data pipeline. That will happen on February 16 at the close of the collection. Once you meet today’s deadline please don’t make any changes. CDE will provide instructions beginning February 1st on how to resolve duplicates or any data validity issues identified. Lauren is reaching out to Admin Units with Staff Approval Matrix issues that can be resolved. Not all records with SAM Warnings or in the 1.5 Staff Report can be resolved depending on the issue. 14 Special Education December Count - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
Special Education December Count Resources Recently added Trainings - http://www.cde.state.co.us/datapipeline/snap_sped-december Special Education December Count Report Training December Count Report Checklist 15 Special Education December Count - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
Special Education December Count Report Checklist 16 Special Education December Count - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
Special Education December Count Report Checklist 17 Special Education December Count - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
Special Education December Count Assistance Needed? We are here to help…send an email 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. Email protocol – please include: District # and Administrative Unit # Phone number where you may be reached Subject of the email NOTE: Never send files or reports via email – contact us to determine best technical assistance avenue. 18 Special Education December Count - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
Special Education December Count SAM Contact Information Lauren Rossini - Staff Reporting and Qualifications Exceptional Student Services Unit Email: rossini_l@cde.state.co.us Phone: 303 866-6688 Kristi Gleason – Special Education December Count Custodian Data Services Office Email: gleason_k@cde.state.co.us Phone: 303-866-4620 19 Special Education December Count - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
Special Education December Count Contact Information Kristi Gleason – Special Education December Count Collection Lead Data Services Office Email: gleason_k@cde.state.co.us Phone: 303-866-4620 Lindsey Heitman Data Services Email: heitman_l@cde.state.co.us Phone: 303-866-5759 Orla Bolger Exceptional Student Services Unit Email: bolger_o@cde.state.co.us Phone: 303-866-6896 20 Special Education December Count - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
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) 866-4620 gleason_k@cde.state.co.us 21 Special Education December Count - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
Student End of Year 22
5/25/2018 Data Release Please note, spreadsheets and data dashboard are available http://www.cde.state.co.us/cdereval/gradcurrent http://www.cde.state.co.us/cdereval/dropoutcurrent Help me make the End of Year collection better! Please fill out this survey with suggestions: https://www.surveymonkey.com/r/FD8YV56 Feel free to contact me if you have any questions concerning your rates or the 2016-17 collection Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 23 Student End of Year — Duncan Anderson — 303.866.6970. anderson_d@cde.state.co.us
Read Act 24
READ Webinar: Budget Planning & Reporting Requirements The Office of Literacy will be hosting an informational webinar on Wednesday, February 1st at 1:00 to support LEA’s in preparing for the budget planning and reporting requirement for the 2017 READ data collection The webinar will provide information on the following: Overview of statute as it relates to the READ data collection View into Pipeline showing what the survey will look like Discussion on process for submission and review 25
READ Webinar: Budget Planning & Reporting Requirements (cont.) District leads for the READ Act and READ Respondents are encouraged to attend The link to access the webinar will be posted here next week Questions? Please contact Whitney Westgaard at Westgaard_W@cde.state.co.us 26
Human Resources Snapshot 27
HR Remaining Timeline Dates January 19th- 26th: Review Special Ed data reports and Assist with special education duplication process as needed 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— severson_a@cde.state.co.us
Evaluation Ratings Teachers and SSPs are required to report Evaluation Ratings; this includes: Teacher/SSP Quality 6 & Principal Quality 7 ratings and codes are different than the others: Teachers (201, 202, 206) Physical Therapist (235) Interventionists (222, 223) Psychologist (236) Librarians (216) Social Worker (237) Counselors (211) Speech-Language Pathologist (238) Audiologist (231) Registered Nurse (233) School Orientation and Mobility Specialist (242) Occupational Therapist (234) 00 N/A 01 More than Expected 02 Expected 03 Less than Expected 04 Much Less than Expected 05 Not rated in prior year for reason other than being new 29 Staff Interchange/Human Resources— Annette Severson— severson_a@cde.state.co.us
Hints Be sure to use ‘Create’ Snapshot to update data after uploading new staff interchange files. The ‘Update’ function only updates certain fields Staff that do not have a BA or higher, use the Subject Area of Degree code 2100 for No Degree if required for job class code Send signature pages to me- either email or fax: 303-866-6888 30 Staff Interchange/Human Resources— Annette Severson— severson_a@cde.state.co.us
Additional Information Please contact me for help, additional resources can be found: Staff Interchange: http://www.cde.state.co.us/datapipeline/inter_staff Human Resources: http://www.cde.state.co.us/datapipeline/snap_hr Contact: Annette Severson (303) 866-6824 or Severson_a@cde.state.co.us 31 Staff Interchange/Human Resources— Annette Severson— severson_a@cde.state.co.us
Teacher Student Data Link 32
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 1, 2017 GOAL: “Submit to CDE” by Friday, June 30, 2017 REQUIRED DEADLINE: Finalize by Friday, August 25, 2017 33
Migrant Student Resources The regional MEP provides each district with a list of migrant student who have been identified as migrant for each school year. The regional MEP contacts are now posted online under Additional Resources for TSDL: http://www.cde.state.co.us/datapipeline/migrant-regional-directory-pdf If districts are not receiving their migrant list from the regional MEP offices, please contact Brenda Meyer at meyer_b@cde.state.co.us 34
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 Questions from TSDL survey will be incorporated in trainings Training will be recorded and available online for those not able to attend
Resources File layouts, templates, business rules, authority, process and checklist of steps and previous training slides can be referenced at: http://www.cde.state.co.us/datapipeline/inter_teacherstudent Contacts: Hai Huynh - Huynh_H@cde.state.co.us or 303.866.3801 Annette Severson – severson_a@cde.state.co.us or 303.866.6824 36
2015-16 Civil Rights Data Collection (CRDC) 37
2015-16 CRDC Documentation on the School Level Table has been posted at http://www.cde.state.co.us/datapipeline/2015-2016schoolleveltablelayoutdoc Elements CDE will provide have been posted at http://www.cde.state.co.us/CRDC201516listofelements January 24th CDE CRDC webinar items posted Slides Recording CDE Notes 38 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
2015-16 CRDC 39
2015-16 CRDC 40
2015-16 CRDC 41
2015-16 CRDC 42
2015-16 CRDC 43
CDE Notes for LEAs CDE will zero-fill 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 Course Completion- lots of missing data Align Alternative School flags (LEAs fix warning) PSC must fix missing NCES IDs and closed schools 44 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
2015-16 CRDC CDE begin pre-population on Tuesday, January 17, 2017 CRDC will open to LEAs on February 10, 2017 Deadline is April 28, 2017 AWS (Advance Website) https://crdc.grads360.org/#program Partner Support: (855) 255-6901 or crdc@aemcorp.com 45 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
2015-16 CRDC 46
OCR Resources to Prepare How to Create Additional User Accounts: https://crdc.grads360.org/#communities/pdc/documents/7735 Complete List of Data Elements for the 2015-16 Collection: https://crdc.grads360.org/#communities/pdc/documents/5076 Data Topics by Collection Timeframe: https://crdc.grads360.org/#communities/pdc/documents/5240 Screenshots of the Data Submission System: https://crdc.grads360.org/#communities/pdc/documents/7210 How to Organize Data Submissions: https://crdc.grads360.org/#communities/pdc/documents/5592 Data Collection Template, School Form (in MS Excel format): https://crdc.grads360.org/#communities/pdc/documents/5786 Data Collection Template, LEA Form (in MS Excel format): https://crdc.grads360.org/#communities/pdc/documents/5787 NOTE: Instructional videos will be uploaded prior to opening. A broadcast e-mail will announce when and where to access on CRDC website. 47 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
OCR Resources to Prepare 48 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
OCR Resources to Prepare 49 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
OCR Resources to Prepare 50 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
SBD Reviews 51
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 52 Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Student Assessment Data Cycle: Before Testing Pre-ID Extract & Student Testing Prep (CMAS Example) Cycle Activity Task Expected 2016-2017 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 53 Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Student Assessment Data Cycle: During Testing Student Testing (CMAS Example) Cycle Activity Task Expected 2016-2017 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. 54 Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281 Student Assessment Data Cycle: After Testing Student Testing & SBD Review (CMAS Example) Cycle Activity Task Expected 2016-2017 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. 55 Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281 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 56 Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
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 57 Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
2016-2017 SBD Reviews SBD T/TA resources Please provide us your feedback by Friday, 02/17! 2015-2016 SBD manual: http://www.cde.state.co.us/assessment/2016sbdmanual 2015-2016 SBD training webinar: https://enetlearning.adobeconnect.com/p76tesubo6b/?launcher=false&fcsContent=true&pbMode=normal Resource Date Available/Scheduled 2016-2017 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 58 Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Thursday, February 2nd, 2017 9 a.m.-10 a.m. Thank you for joining us today! Next Town Hall: Thursday, February 2nd, 2017 9 a.m.-10 a.m. 59