Data Pipeline Town Hall September 21, 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
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 new 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 Directory Student End of Year Student October Kindergarten Readiness Special Education End of Year Special Education IEP Special Education December Count School Discipline and Attendance Staff Interchange
Open Collections in Data Pipeline
Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic December Finance Interchanges Student (2016-2017 & 2017-2018) Special Education IEP (2016-2017 & 2017-2018) 9
Open Data Pipeline Collections 9/11/2018 Open Data Pipeline Collections Snapshots Student End of Year for 2016-17 (Initial Submission 9/14/2017) Special Education End of Year (Closes 10/5/2017) Student October (Count Day 10/2/2017) Coming Soon Kindergarten School Readiness (Opens 10/11/2017) 10
Directory
Non-public Directory Letters were sent out to non-public schools on Monday. Non-public schools will fill out pupil counts and answer if the school is a non-profit. Non-public schools will complete and send to district. District will record information and forward to CDE. 12
Non-public Directory Reasons for collecting Non-Public Information Most importantly the counts for the non-public directory are used for the funding calculations for IDEA. If you do not report the non-public students your IDEA funds will be reduced. To ensure that you receive the maximum IDEA funds make sure you get all of the non-public students going to non-public schools in your district. Data used to track how many students are being educated in Colorado. (CRS 22-1-115) Non-public schools do qualify for ESEA funding and grants and the local school districts are where those funds flow through. Special Education tracks Non-public schools for funding in December Count. Local school districts are required make sure that they are meeting minimum attendance at school. (CRS 22-1-114) 13
Non-public Directory Contact: Dennis St. Hilaire st.hilaire_d@cde.state.co.us Phone: 303-866-6840 Fax: 303-866-6888 14
Student End of Year
Cross LEA phase starts next week and continues to October 19th What’s next? Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us Cross LEA phase starts next week and continues to October 19th
What’s next. Student EOY – Duncan Anderson – Anderson_d@cde. state. co What’s next? Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us During the Cross LEA phase, districts will be unlocked and new snapshots can be created. All data can be changed as needed. Districts may receive additional errors and warnings during this phase. Addressing errors is required before moving onto the next phase. The Student End of Year Cross LEA Training (2016) Webinar is available if you’d like to review the next stage of the collection.
Updated Trainings. Student EOY – Duncan Anderson – Anderson_d@cde Updated Trainings Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us Updated 2017 Cross LEA Training and Office Hour will be available from 1-2 pm Next Thursday 9/28 https://cdeinfotech.adobeconnect.com/data_services/ A recording of this training will be posted on http://www.cde.state.co.us/datapipeline/snap_eoy
Info Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us If you have further questions, please visit the End of Year web page for more information: http://www.cde.state.co.us/datapipeline/snap_eoy Please email Anderson_d@cde.state.co.us for questions or call 303-866-6970
2017-18 Student October
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-18 Student October Student Interchange Student Interchange is Open Please email me if you have any trouble with the interchange Student October Snapshot is open Count Day: Monday, October 2nd, 2017 FAST October Resource Guide Available on FAST website https://www.cde.state.co.us/cdefinance/auditunit_pupilcount Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-18 Student October Office Hours Thursday September 21 – 2pm-3pm – Focus: EL Reporting Wednesday September 27 – 1pm-2pm Tuesday October 3 – 10am-11am – Focus: Preparing for Audit Link: https://cdeinfotech.adobeconnect.com/data_services Phone: 855-397-4421 Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-18 Student October Student October Snapshot File Update: COAlt Assessment flag added to snapshot Already in the DEM file Please make sure this field is up to date for October Count Snapshot options have changed Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-18 Student October Friday 15th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST September Monday 2nd: Count Day Thursday 5th: Deadline for first student interchange upload Thursday 12th: Suggested date for error free interchange files Thursday 19th: Deadline for creating first snapshot Thursday 26th: Suggested date for error free snapshot October Tuesday 7th 5pm: Suggested snapshot submission date Friday 10th 5pm: Legislated snapshot submission deadline Tuesday 28th: Last day to resubmit snapshot November Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
2017-18 Student October More Information on Student Interchange and October Student Interchange Website: http://www.cde.state.co.us/datapipeline/inter_student Student October Website: http://www.cde.state.co.us/datapipeline/snap_studentoctober Questions Contact Information: Morgan Holmgren 303-866-6961 Holmgren_M@cde.state.co.us
Kindergarten School Readiness Data Reporting 9/11/2018 Kindergarten School Readiness Data Reporting Upload Slide deck, data reporting fact sheet
Overview of Kindergarten School Readiness Data Reporting 9/11/2018 Overview of Kindergarten School Readiness Data Reporting Passed in 2008, Colorado Achievement Plan for Kids (CAP4K) requires districts to report school readiness data to the Colorado Department of Education. In March 2016, the State Board of Education voted to adopt a system for reporting school readiness data. The system calls for districts to submit only aggregate readiness information not by domain, but by number of domains in which students demonstrate readiness as illustrated in a following sample table.
Data Reporting Elements As required by Colorado law (Section 22-7-1004 (1)(b) C.R.S.), school readiness includes both developmental and academic areas: physical well-being and motor development, social and emotional development, language and comprehension, cognition, and general knowledge (math and literacy). Teaching Strategies GOLD ® areas: Social-Emotional, Physical, Language, Cognitive, Literacy and Math. The reporting system is intended to provide baseline data for measuring improvement in students’ knowledge and skills over time. READ (HB 15-1323) -If a district administers the READ Act assessment in the first 60 days of the school year, it is not required to administer the literacy component of the school readiness assessment. -Information gleaned from READ assessments administered within the first 60 days can be used to inform the literacy component of the school readiness kindergarten entry assessment. Data can be used from READ to enter data into the KEA survey’s literacy area. -All 6 required areas must be completed in the school readiness assessment for kindergarten entry within the first 60 days.
Data Reporting Elements Data reported to CDE will be from the initial fall assessment window for school readiness, which is the first 60 calendar days of the school year (HB 15-1323). Various assessment tools have been approved by the State Board and are available for use: GOLD® by Teaching Strategies, HighScope Child Observation Record (COR), and DRDP-K. For districts using GOLD®: Kindergarten teachers may complete the initial assessment by using the Kindergarten Entry Assessment (KEA) Survey in GOLD® for the first checkpoint. Teaching Strategies developed a customized report within the assessment tool that will allow districts to automatically aggregate and report on the State Board approved data reporting elements. The report is now available. Please note some districts have obtained State Board approved waivers- these are waivers from the assessment tool and not the collection. The Kindergarten School Readiness (KSR) collection will be open from mid October to mid December. Districts may also use the reduced-item set of objectives and dimensions to complete the KEA. NOTE: Some districts have obtained state board approved waivers from using these assessment tools; however, the waiver is from the assessment tool and not from the collection.
Sample School Readiness Report Determination of School Readiness Data Reporting by the State Board of Education Sample School Readiness Report Data will be disaggregated by school by gender, free or reduced lunch eligibility status, and race/ethnicity
Timeline Goals for September Goals for October Recorded 9/5 webinar for GOLD® users: https://enetlearning.adobeconnect.com/puoi13q05z9u/ Please assign KSR-APPROVER role in IdM Important for communications Weekly emails will begin around mid-September for those assigned to the collection (about one month prior to the collection opening) Goals for October Attend training on 10/4 at 4pm, if interested Email out information on 9/27 and will send reminder on 10/4 Will be recorded for later viewing Anticipated date of the collection opening on 10/11
Further Information Additional information can be found at (in progress of updating these pages): The Data Pipeline website: http://www.cde.state.co.us/datapipeline/per- schoolreadiness The School Readiness website: http://www.cde.state.co.us/schoolreadiness/assessm ent Look under “School Readiness Data Collection” May need to scroll- bottom half of the webpage If you have any other questions or concerns, please email me. I would love to know what questions are on your mind.
Contact Emily Kielmeyer School Readiness & P-3 Program Manager 9/11/2018 Contact Emily Kielmeyer School Readiness & P-3 Program Manager kielmeyer_e@cde.state.co.us 720-822-0640 Tara Rhodes Early Learning Business Analyst Rhodes_t@cde.state.co.us 303-866-6243 http://www.cde.state.co.us/schoolreadiness 33
Special Education End of Year
SPED End of Year Reporting – What’s Left? Resolve Duplicates 9/18-9/25 Fix any data validity issues and resolve all errors by 9/27 Final Report Review 9/28-10/4 Reports signed and Uploaded to the DMS 10/5/2017 Lindsey Heitman- Heitman_l@cde.state.co.us (303) 866-5759
Lindsey Heitman- Heitman_l@cde.state.co.us (303) 866-5759 9/11/2018 Next Steps 9/25: All duplicates fixed by Monday?? All changes to clear duplicates made by 9/25 Must also be error free by 9/25 9/27 : CDE to check for data validity issues by Wednesday CDE will run queries on all error free data to be sure no data validity issues stand out We will notify you of any that we find! Example: No graduates reported or no Path 2 records reported 9/28 – 10/4 Final Report Review Week Final snapshot and signed reports due by October 5 (will send email when it’s okay to start submitting – hopefully by late next week!) More information regarding reports next week Lindsey Heitman- Heitman_l@cde.state.co.us (303) 866-5759
Special Education EOY: Questions? Special Education EOY contact information Lindsey Heitman – heitman_l@cde.state.co.us 303-866-5759 (Primary contact) Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620 Orla Bolger – bolger_o@cde.state.co.us 303-866-6896 *Please include your AU #, Error code # (if applicable), and phone number in emails Collection Resources Special Education IEP Interchange: http://www.cde.state.co.us/datapipeline/inter_sped-iep Special Education EOY Snapshot: http://www.cde.state.co.us/datapipeline/snap_sped-eoy
Special Education IEP
2017-18 Special Education IEP Training - canceled Please plan on joining us for the Special Education IEP Training with the Special Education December Count Collection LENs in mind. October 10th, 2017 To join: https://cdeinfotech.adobeconnect.com/data_services/ Call in number: 1-855-397-4421 Email communication forth coming! Kristi Gleason – gleason_k@cde.state.co.us – 303-866-4620
Kristi Gleason – gleason_k@cde.state.co.us – 303-866-4620 Resources http://www.cde.state.co.us/datapipeline/resources http://www.cde.state.co.us/datapipeline/inter_sped-iep http://www.cde.state.co.us/datapipeline/org_orgcodes Kristi Gleason – gleason_k@cde.state.co.us – 303-866-4620
Kristi Gleason – gleason_k@cde.state.co.us – 303-866-4620 Assistance Needed? If you have ANY questions about the Special Education Discipline Data Collection please feel free to contact us. No question or concern should remain unanswered of unresolved. We are just a phone call or email away! 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. Thank you Kristi Gleason – gleason_k@cde.state.co.us – 303-866-4620
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 42
Special Education December Count
2017-18 Special Education December Count File Layout http://www.cde.state.co.us/datapipeline/2017- 2018specialeducationdecembercountfilelayoutanddefi nitions
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. 45
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 46
Staff Approval Matrix 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 47
School Discipline and Attendance (SDA) 2017-2018
Fall Trainings Two webinar trainings coming up: September 19th 10 – 11 am September 27th 10 – 11 am Primary focus will be on the data fields and recording data correctly into systems/files instead of pipeline process To join: https://cdeinfotech.adobeconnect.com/data_services/ and call in at: 1-855-397-4421
File Updates Most changes to SDA is for CRDC reporting All CRDC related updates are optional – if the information is not provided in SDA, CRDC fields would be 0 or blank for your district If the information is provided in SDA, CDE will pre-populate the applicable CRDC fields New Behavior/Allegation codes are included in the ‘Behavior Statutes and Clarifications’ document found under Additional Resources at https://www.cde.state.co.us/datapipeline/schooldisc iplineattendance
SDA 2017-18 File layouts and resources available at: http://www.cde.state.co.us/datapipeline/schooldisciplineattendance Opens May 2018 Closes June 2018 Contact: Annette Severson Severson_A@cde.state.co.us 303-866-6824
Staff Interchange
Important Dates Interchange is open Trainings (webinars): September 19th 1 - 2 pm September 26th 10 – 11 am To join: https://cdeinfotech.adobeconnect.com/data_services/ and call in at: 1-855-397-4421 Upload staff profile and staff assignment files at least once by November 16th
Staff Interchange – 2017-18 Profile updates Removed fields: “Years of Prior PreK-12 Teaching Experience Out of State” “Years of Prior PreK-12 Education Experience Out of State” “Subject Area of Degree 4” “Subject Area of Degree 5” Updated fields: “Years of Prior PreK-12 Teaching Experience In State” to include Teaching Experience In State AND Out of State. Field Name is now “Years of Prior PreK-12 Teaching Experience” “Years of Prior PreK-12 Education Experience In State” to include Education Experience In State AND Out of State. Field Name is now “Years of Prior PreK-12 Education Experience”
Staff Interchange – 2017-18 Assignment updates Removed fields: “Passed Colorado State Board of Education Approved Elementary Or Early Childhood Core Content Test” “24 Semester Hours of Secondary Core Content Coursework” “Passed Colorado State Board of Education Approved Secondary Core Content Test In Teaching Area” Added fields: “Demonstrates In-Field Status 1” “Demonstrates In-Field Status 2”
Demonstrates In-Field Status 1 Report the best applicable code for each teacher: Report 00 (N/A) for all non-teaching staff 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 06 HQ via 24 semester hours in subject area 05 None (teacher is out of field) best
Demonstrates In-Field Status 2 Report the next highest applicable method for teachers: Report 00 (N/A) again for all non-teaching staff Code Description 00 N/A – no other method applicable 12 Degree (BA or higher) in subject area 13 36 semester credit hours in subject area 14 Passed State Board of Education approved content exam in subject area 16 HQ via 24 semester hours in subject area 15 None (teacher is out of field) best
Demonstrates In-Field Status Crosswalk New document available online at: https://www.cde.state.co.us/datapipeline/snap_hr under ‘Additional Links’ Provides list of endorsement codes and subject area of degree codes linked with the teaching subject area codes. If the teacher has an endorsement listed with their teaching subject area, you may report code 01 in ‘Demonstrates In- Field Status 1’ If the teacher has the degree listed with their teaching subject area but not an endorsement, you may report code 02 in ‘Demonstrates In-Field Status 1’ If the teacher has both an endorsement and a degree, you would report 01 in ‘Demonstrates In-Field Status 1’ and 12 in ‘Demonstrates In-Field Status 2’
Human Resources 2017-18 Fields updated to reflect staff interchange file changes Opens: November 1st 2017 Deadline: February 15th 2018 Contact: Annette Severson Severson_A@cde.state.co.us 303-866-6824
Thank you for joining us today! Next Town Hall: Thursday, September 28th, 2017 9 a.m.-10 a.m.