12/3/2018 Student End of Year Training for the 2013-14 Collection and for the Data Pipeline May, 2014 Last updated: 12/3/2018

Agenda Schedule Collection overview End of Year documentation available on the web Interchange files required End of Year Snapshot Cognos reports Q & A

~ End of Year Collection Schedule~

End of Year is open 2013-2014 End of Year is open Identity Management groups are available. Acronym is SEY Examples: MOFFAT_2 PIPELINE-2800-SEY~LEAVIEWER Read-Only Role SILVERTON_1 PIPELINE-2820-SEY~LEAUSER Submit and Modify Role CENTER_26_JT PIPELINE-2810-SEY~LEAAPPROVER Approver Role Work with your LAM to get the role assigned Only assign one role 4

Important Dates for the 2013-14 Collection Regular Process June 5th –  All districts create an End of Year snapshot. Snapshot must contain records. June 19th –  All districts pass Student, Title I, and IEP interchange level edits. Majority of data flows through to the snapshot. July 31st - All districts have clean snapshot with no errors September 11th  –  All districts submit their End of Year snapshots and approve initial Data Summary reports. This deadline is mandated under Colorado Administrative Rules.

Important Dates for the 2013-14 Collection Phase A Process September 29th through October 23rd – Cross LEA validation (reclaiming dropouts from prior collection years).  If applicable, districts will be asked to participate in the Mini-Phase A post collection concerning transfers to facilities. Phase B Process October 30th through December 4th – Post Cross LEA validation (verifying transfers and dropouts within Colorado) If applicable, districts will be asked to participate in the Mini-Phase B post collection concerning transfers to facilities. Final Dates December 5th – 11th – Districts review final rates after AYG reconciliation. New sign off page required if rates changed. December 11th – Superintendents must approve final Data Summary Reports  (collection closes) January 22nd, 2015 – Official/final data and rates posted on the CDE web site and released to the public

EOY Collection process and Cross LEA validation process Districts can change Students’ exit codes and other elements. Regular collection process Modify all elements September 11th Post A/Mini A process Prior year dropouts, expulsions, GED transfers October 30th Post B process Current year check across the state – Only change exit types December 4th AYG reconcile Grad rates may change Submit Submit Submit

~ Collection Overview~

What is End of Year? Student’s educational history Entry and exit information (dates and codes) Advanced Placement course completion Post secondary information

Why do we use entry and exit types? Entry Type – Indicates how a student entered the school or district Code = 02 – Continuous in same school (Start of year) Code = 11 – Transfer from school in same district Code = 13 - Transfer from another district Code = 70 – Return to school after transferring to a GED program A lot more of codes

Why do we use entry and exit types? Exit Type – Indicates how a student exits the school or district Code = 11 – Transfer to school in same district Code = 13 - Transfer to another district Code = 40 – Drop out Code = 90 – Graduate A lot more codes

Why do we use entry and exit types? Student returns from prior year (entry type 02). Student exits to transfer to another district (exit type 13) Later in the year student comes back from another district (entry type 13) Student exits for the summer (exit 00) District Sasid Entry Date Entry Type Exit Date Exit Type 0180 1234567890 08/21/13 02 10/02/13 13 12/10/13 05/29/14 00

How does this look at state level? District Sasid Entry Date Entry Type Exit Date Exit Type 0180 1234567890 08/21/13 02 10/02/13 13 0900 10/3/13 12/09/13 12/10/13 05/29/14 00 We can see a full history of the student’s education for the year.

Where are all the entry and exit types? Student School Association file http://www.cde.state.co.us/datapipeline/inter_student

~ How is the data used ~

How is data used? Used for rates Required for Federal Reporting Graduation Completion Dropout Mobility Stability Required for Federal Reporting

Where is this data used? School and District Performance Frameworks Community uses it for evaluation Research and data analysis Media reports it

~ Key Terms~

Key Terms AYG – Anticipated Year of Graduation (4 years after enter 9th grade) IPST – Instructional Program Service Type (Free and reduced lunch, Title I, Migrant, etc) Cohort – Group of students with same AYG and common IPST category. Graduate – Student receiving High School diploma

Key Terms Completer – Student receiving High School diploma, or GED, or certificate of completion SPF and DPF – School Performance Framework or District Performance Framework Summer dropout – Student leaves 8th grade and is not reported in the state of Colorado the following school year

Key Terms Adequate Documentation – Documentation showing where a potential drop out is being educated. Records request is not adequate documentation http://www.cde.state.co.us/datapipeline/snap_eoy Contains forms List of required documents Reduce dropouts

~ Adequate Documentation ~

Document where a student goes? What happens to a student after they leave the district? Document everything – Get signatures Student leaving the Country Student being home schooled Transfer to another district

Why? Make sure student is being educated Lower dropout rates Good practices

Where can I find more information Adequate documentation http://www.cde.state.co.us/datapipeline/snap_eoy Documents Adequate Documentation of Transfer List Request for Confirmation of Enrollment and Attendance Notification of Withdrawal Student Transfer Follow up

Reminder About Transfer Students Students who tell you that they are transferring in the next school year but who complete all coursework in your district (up to three weeks before the end of school) should have an exit code of ‘00’. If they are coded with exit code ‘13’ they will be counted as a dropout because they will not have time to show up in another school/district before the end of the year. When a student is transferring, ensure to follow up with that student immediately to get adequate documentation of the transfer. This way, you can avoid students unnecessarily being coded as dropouts. Note: Please see http://www.cde.state.co.us/datapipeline/snap_eoy for an adequate documentation list complete with exit codes.

~ Overview of Process~

DATA PIPELINE Data Pipeline Load data into Student, Title I, and IEP Interchange Load Adjustment file Create snapshot Correct the errors in the source data Repeat above steps until error free Once data is complete submit data to CDE This must be done by September 11th We will discuss Phase A and Phase B as it gets closer. 28

~ Interchange files required~

Interchange files required Top of the file layout and definitions document Student Interchange Demographics School Association Advanced Course Completion – If your district offers post secondary or AP courses Title I Interchange – Only for students benefitting from targeted assistance funds IEP Interchange – Student primary disability

Interchange Documentation Steps to find interchange documents Website Interchanges Student, Title I, Special Education IEP http://www.cde.state.co.us/datapipeline/inter_interchanges For file upload instructions, please see Trainings: 31

Student Interchange Template Student interchange template exists out on the Data Pipeline website. Same template you used for Student October The template and directions are posted at http://www.cde.state.co.us/datapipeline/inter_student Look at example saved in folder

Files specific to End of Year Adjustment file Prior years dropouts, expulsions, or GED program IPST Overwrite file Flexibility to overwrite a student’s IPST cohort information Optional file

New Adjustment File Adjustments are now in there own file. File loaded same as the student interchange files File layout at the following link: http://www.cde.state.co.us/datapipeline/snap_eoy Fields are: district code, sasid, student last name, student first name, student gender, birth date student, adjustment code, adjustment school, adjustment year

New Adjustment File Adjustments work same way as in the past Fields are filled linking back to prior year information Loaded as a separate file

New IPST Overwrite Files Optional file Used to adjust student ESL or Bilingual fields Flexibility to overwrite a student’s IPST cohort information Migrant Homeless Free and Reduced Lunch (Economically Disadvantage) Gifted and Talented

Submission Process Student Interchange Preparation Obtain Student Identifiers (SASIDs) Extract Interchange files in correct format from your Student Information System Load the 3-5 Data Pipeline Student Profile Interchanges: Student demographics Student – school association Advanced course completion If using adjustments or IPST overwrite files, upload respective file Load Title I Interchange * (to identify students who receive Title I targeted assistance funding) Only districts that have any Title I-funded school(s) that are Targeted Assistance (TA) programs complete this interchange Load IEP Interchange * (to identify special education) May have to work with BOCES or Special Education department Go to “Cognos Report” on the Pipeline menu to download errors and warnings You can view and download them in several formats including as Excel spreadsheets, PDFs, CSV files, HTML files, or XML files For file upload instructions, please see Trainings: 37

Link to test environment District 0960stdleauser@pipeline.com DEMO – File Uploads Link to test environment District 0960stdleauser@pipeline.com

~ End of Year Snapshot and Reports~

End of Year Documentation Steps to find End of Year snapshot documents Website Snapshots End of Year http://www.cde.state.co.us/datapipeline/snap_eoy For file upload instructions, please see Trainings: 40

Overview of documentation http://www.cde.state.co.us/datapipeline/snap_eoy Review the website and discuss the available documentation. Snapshot file layout and source of the fields Known defect list – A lot of known defects Business rules Template for adjustments – Adjustments are used later in the collection. Recover dropouts, expulsions, and GED transfers. End of Year reports – Need to post mapping old reports to new reports. Trainings and steps to complete End of Year. Adequate documentation – Forms required to document a student’s location. FAQ and reference back to the ADE website. 41

End of Year snapshot criteria Pull all error-free records from the student school association file where PRIMARY_SCHOOL = 1 And school code is a valid public school code And Pupils Attendance Information between 01 and 08 And school entry type <> 04 The records selected will be joined with data from the Student and Advanced Course Completion tables. For joining to Student, use District Code, School Year, and SASID.  For joining to Advanced Course Completion, use District Code, School Code, School Year, and SASID. For file upload instructions, please see Trainings: Student End of Year directions (PDF) On the Data Pipeline Snapshots webpage, http://www.cde.state.co.us/DataPipeline/snap_studentOctober.asp 42

Submission Process Student End of Year Create Student End of Year snapshot (Student Profile → Snapshot) Not a new file submission Snapshot of previously submitted Student Profile Interchanges Go to “Cognos Report” on the Pipeline menu to download errors and warnings Correct errors (within the Pipeline or by loading new interchange files) Once all edit checks have passed, submit approval of your data to CDE Use Cognos Report to validate data Student Profile -> Status Dashboard -> Submit to CDE In Pipeline -> Student Profile -> Status Dashboard -> Download Sign Off Form CDE identifies dropouts from prior years showing up in other districts CDE checks across all districts to make sure student exit type is valid Note: all errors must be resolved before continuing to the next step in the process For file upload instructions, please see Trainings: Student End of Year directions (PDF) On the Data Pipeline Snapshots webpage, http://www.cde.state.co.us/DataPipeline/snap_studentOctober.asp 43

DEMO – Snapshot and reports Link to test environment District 0960stdleauser@pipeline.com

End of Year reports Same reports as prior years Broken out as separate reports Working on issues with the reports

~ Miscellaneous and Questions~

Kevin Smith, EOY Consultant (303) 866-6723 smith_k@cde.state.co.us Who to Contact at CDE DATA SERVICES UNIT Kevin Smith, EOY Consultant (303) 866-6723 smith_k@cde.state.co.us

READ ~ Separate Collection If you have any questions related with READ content, please contact: Dian Prestwich Colorado Department of Education Teaching and Learning Literacy Grants and Initiatives Room 404 201 E. Colfax Ave. Denver, CO 80203 Phone: (303) 866-6150 Email: prestwich_d@cde.state.co.us

EOY Resources Student Interchange file layouts, edits, template: http://www.cde.state.co.us/datapipeline/inter_student Student End of Year file layouts and edits: http://www.cde.state.co.us/datapipeline/snap_eoy Reports Webinar Posted At: Adequate Documentation of Transfer List: http://www.cde.state.co.us/datapipeline/snap_eoy Exit Types that Comprise Graduation Rates: http://www.cde.state.co.us/datapipeline/snap_eoy

What questions do you have?

Who to Contact at CDE DATA SERVICES UNIT Kevin Smith, EOY Consultant (303) 866-6723 Smith_k@cde.state.co.us Jan Rose Petro, Director (303) 866-6838 petro_j@cde.state.co.us Dennis St. Hilaire, Program Assistant (303) 866-6840 st.hilaire_d@cde.state.co.us STUDENT IDENTIFIER MANAGEMENT UNIT (SASIDS) Genevieve Hale (303) 866-6612 hale_g@cde.state.co.us