Data Pipeline Town Hall June 13, 2019 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

Colorado Department of Education Identity Management Access Management https://cdeapps.cde.state.co.us/faqs.html Frequently Asked Questions 1-12 #12 Where can I find the Identity Management role mappings for Data Pipeline and other applications? https://cdeapps.cde.state.co.us/IdentityMan agementGroups.xls

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 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 Summer Town Hall Calendar Identity Management Title Case Name Project READ Collection Civil Rights Data Collection Directory RITS/EDIS SDA TSDL Special Education EOY Special Education Discipline

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round Directory (4 Day School Week Application and School Code Changes) RITS EDIS Periodic Designated Agency READ School Discipline and Attendance Interchanges Student Special Education IEP Special Education Discipline Teacher Student Data Link (for migrant students)

Open Data Pipeline Collections 9/27/2019 Open Data Pipeline Collections Snapshots Teacher Student Data Link Snapshot (for migrant students) End of Year Special Education Discipline Special Education EOY Coming Soon

Summer Town Hall Calendar

Town Hall Summer Calendar In the months of June, July, and August, Town Hall will meet every other Thursday. Here are the summer Town Hall dates: June 13th and 27th July 11th and 25th August 8th and 22nd

Identity Management Updates

Title Case Name Project

Title Case Changing LEA and school names* from UPPER CASE to Title Case. You may see this in the Directory, throughout the Pipeline (drop downs), reporting, published lists, and more. Additional details on timing coming soon. *Current scope only includes common, not LEA legal names Current Upcoming ST VRAIN VALLEY RE 1J -> St Vrain Valley RE 1J HALLETT ACADEMY Hallett Academy

Questions, concerns, feedback? Title Case Questions, concerns, feedback? Project Manager: Dan Nelson (nelson_d@cde.state.co.us)

READ Collection

READ Data Collection Timeline

READ Collection Reminders June 14 (TOMORROW!): Districts complete submission of READ files and budget planning surveys by EOD – all submissions are finalized and will be locked Once READ file is error free be sure to click the “submit to CDE” tab in the Status Dashboard to lock your data Survey must be completed before you can finalize your collection submission Click here to view the submission status of your district

READ Cross LEA Validation Process Next Friday if all districts have submitted READ files, CDE conducts the Cross LEA Validation process to identify students reported by multiple districts READ Respondents will receive an email from Whitney indicating the Cross LEA validation is complete READ Respondent logs into Data Pipeline and runs the “READ Cross LEA Validation Errors” report in Cognos This report includes which students are duplicated in another district and their READ Respondent contact information If after you run the report you get a message that says “No Data Available” then your district does not have any duplicate SASIDS and you do not need to re-submit your file

READ Cross LEA Validation Process 3. Districts will work with each other to determine which students to remove or keep in their data submissions First districts should review the test date. Districts with the latest test date will keep the student in their submission Second if either district used a generic test date that was early in the collection window then look at who the student ended the year with 4. If you are able to resolve all duplicate SASID issues and corrections have been made to your district’s submission then an updated file must be submitted by July 1, 2019

READ Cross LEA Validation Process 5. If you are unable to resolve duplicate SASIDs with the other district then both districts should submit documentation to Whitney Please notify Whitney if you will be submitting documentation through Syncplicity. Documentation should include the district in which there is a duplicate with and exit date for the student in your district CDE will evaluate all documentation to determine which district will keep the student in their submission. If documentation does not support enrollment eligibility of the duplicate students, district will be contacted and will be asked to remove SASID from file. Other district will be notified at the same time to keep SASID in their submission Do NOT send documentation documents over email

READ Collection Resources READ Collection resources can be found at: http://www.cde.state.co.us/coloradoliteracy/readdatapip eline Upcoming webinars Data collection timeline Data elements & definitions File layout Business Rules Additional resources such as FAQ document, assessment cut scores for determining SRD, template for submitting budget planning survey, etc. Questions? Contact Whitney Hutton, READ Data Collection Manager Email: Hutton_W@cde.state.co.us Phone: 303-866-6421

Civil Rights Data Collection

2017-18 Civil Rights Data Collection (CRDC) Open Friday, February 8th Deadline Friday, April 26th May 10th Colorado progress report: 185 certified 0 100% complete (have not certified) 1 over 90% complete AWS (Advance Website) https://crdc.grads360.org/#program Partner Support: (855) 255-6901 or crdc@aemcorp.com

2017-18 Civil Rights Data Collection (CRDC)

2017-18 Civil Rights Data Collection (CRDC) Thank you!!! CRDC contacts are stupendous!!

Directory

School Code Changes Reminder - if you have a school code change for the 2019-20 school year please submit them by June 28th 2019. http://www.cde.state.co.us/apps/formcenter/SchoolChangeForms Changes that need an electronic form submission: Name Change New School Code Request Closing School Grade Change Any requests received after June 28th may not be considered until the following school year because there are multiple processes impacted such as accreditation, accountability, and data reporting such as the Student October Count.

RITS/EDIS

Exciting News! RITS/EDIS TRAINING The new and improved RITS/EDIS System will go live on July 1, 2019! Optional Suffix Field will be available at this time June 28 at the close of business we will begin the cutover process. This should not affect your work in RITS/EDIS If you are a pilot district please continue to test until June 21st. We appreciate your efforts to test all areas in the system. Please email me any problems, suggestions or observations. The EDIS System will be opening up for testing in the next few days!

The need to modernize and update the RITS/EDIS System New Reports RITS/EDIS TRAINING What will be covered in this training: The need to modernize and update the RITS/EDIS System New Reports Ways to acquire a SASID/EDID New Suffix Field RITS/EDIS READ RITS/EDIS Batch New look and feel

RITS/EDIS TRAINING We have tried to accommodate all RITS/EDIS Users by traveling to nine sections of the state of Colorado Tuesday, August 13, 2019 - Yuma School District - Training from 9-12 Thursday, August 15, 2019 - Meeker School District - Training 1-4 Friday, August 16, 2019 – Montrose School District – Training 9-12 Monday, August 19, 2019 – Jefferson County School District – Training 9-12 Tuesday, August 20, 2019 – Poudre School District – Training 8:30 – 11:30 Wednesday, August 21, 2019 – Archuleta School District – Training 1-4 Thursday, August 22, 2019 – Academy 20 School District – Training 1-4 Thursday, August 29, 2019 – Eads School District – Training 1-4 Friday, August 30, 2019 – Kim Reorganized School District – Training 9-12

RITS/EDIS TRAINING SIGNING UP FOR TRAINING To sign up for the RITS/EDIS Training please go to the following link: https://forms.gle/qogwBun3kgA6ENWk8

Looking forward to seeing you in August! RITS/EDIS TRAINING Please contact me should you have difficulty registering for the training or have any questions. Looking forward to seeing you in August! Debbie Puccetti RITS/EDIS Consultant 303-866-6612 Puccetti_d@cde.state.co.us

School Discipline and Attendance

2018-2019 Collection Dates Date Event April 17th (Wednesday) Collection opens- April 23rd (Tuesday) Webinar training from 10-11 am  May 15th (Wednesday) Webinar training from 1-2 pm https://cdeinfotech.adobeconnect.com/data_services/ and call in number: 1-855-397-4421  June 14th (Friday) Suggested Date for having all files uploaded June 28th (Friday) Deadline for SDA to be finalized SDA - Annette Severson - severson_a@cde.state.co.us

Discipline by Student Demographic Comparison Business Rule: SR090 (error will be in Demographic File Error Report) Discipline by Student Demographic Discipline by Action Count of Students Disciplined Count of Incidents Total Number of Incidents per School The Sum by School: Classroom Suspensions + In School Suspensions + Total Out of School Suspensions + Expulsions without Services + Expulsions with services + Referred to Law Enforcement + School Related Arrests + Other Action Taken > or = Note: > means “Greater Than” = means “Equals”

Discipline by Student Demographic Comparison Business Rules (errors will be in Demographic File Error Report) Discipline by Student Demographic Discipline by Action Count of Students Disciplined Total Number of Classroom Removals by School Total Number of In School Suspensions by School Number of Out of School Suspensions by School Count of Incidents > or = (SR091) The Sum by School of Classroom Removals (SR092) The Sum by School of In School Suspensions (SR093) The Sum by School of Total Out of School Suspensions > or = > or = Note: < means “Less Than” = means “Equals”

Discipline by Student Demographic More Comparison Business Rules (errors will be in Demographic File Error Report) Discipline by Student Demographic Discipline by Action Count of Students Disciplined Count of Incidents Total Number of Expulsions by School Total Number of Referrals to Law Enforcement by School Number of Other Action Taken by School (SR094) The Sum by School Expulsions without Services and Expulsions with Services (SR095) The Sum by School of Referrals to Law Enforcement (SR096) The Sum by School of Other Action Taken > or = > or = > or = Note: < means “Less Than” = means “Equals”

Important Note to Remember > or = Discipline by Student Demographic Discipline by Action Count of Students Disciplined Count of Incidents Multiple Students may be disciplined for 1 incident 2 students disciplined 1 fight > Note: < means “Less Than” = means “Equals”

Comparison of Incidents Reported and Students Disciplined (Cognos Report) Provides the total counts of incidents reported per school Provides the total count of students disciplined reported by school These numbers will assist with any comparison error(s) in your data file and to verify accuracy of both reports Annette Severson: severson_a@cde.state.co.us or 303-866-6824

Data Pipeline Website http://www.cde.state.co.us/datapipeline 9/27/2019 Data Pipeline Website http://www.cde.state.co.us/datapipeline Periodic Collections -> School Discipline and Attendance Overview Deadlines File Layouts Business Rules Templates Trainings Additional Resources Direct Link: http://www.cde.state.co.us/datapipeline/schooldisciplineattendance Annette Severson: severson_a@cde.state.co.us or 303-866-6824

Teacher Student Data Link (TSDL)

PAUSED for majority of students REQUIRED for migrant students: 2018-19 Collection Status PAUSED for majority of students REQUIRED for migrant students: 8th -12th grade only Receiving partial or full credit for at least 1 course in your district Steps if you have migrant students: Map courses in SSCC Upload Course Enrollment file Create TSDL snapshot Finalize Annette Severson: severson_a@cde.state.co.us or 303-866-6824

2019-2020 Information Required for students in grades 6 – 12 only File layout for the course enrollment and course instructor files have not changed from the 2018-19 For additional information, please reference the TSDL website at: http://www.cde.state.co.us/datapipeline/inter_teacherstudent Annette Severson: severson_a@cde.state.co.us or 303-866-6824

TSDL Interchange Resources Course Code Documentation found at: https://www.cde.state.co.us/datapipeline/sscc-details TSDL Interchange Documentation found at: http://www.cde.state.co.us/datapipeline/inter_teacherstudent Deadlines File layouts and definitions Business Rules Trainings Additional Resources – Frequently Asked Questions Contact: Annette Severson: severson_a@cde.state.co.us or 303-866-6824

Special Education EOY

Special Education EOY Important Dates July September Wednesday July 10: Date to have Special Education IEP Interchange errors resolved and at least one Special Education EOY Snapshot created Wednesday September 4: All exception requests received by CDE Tuesday September 10: Complete Snapshot! All interchange and snapshot errors resolved Sept. 10 - Sept. 13: Initial Report Review Friday September 13: Complete Snapshot – any necessary changes made and errors resolved Sept. 16- Sept. 24: Cross LEA Validation Tuesday Sept. 24: All duplicates resolved and complete error-free snapshot Sept. 24 – Oct. 1: Final Report Review Wednesday Oct. 2: Final Submission and Reports Due to CDE Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759

Special Education EOY- Error Tip Error SY281: Date Child is Found Eligible for Part C [path 2] is less than 45 days before or after the 3rd birthday. Only students transitioning from Part C to Part B should be reported in Path 2. Students who are not transitioning from Part C should be reported in Path 3. Part C services typically end once a child turns 3 years old. Referrals to Part C less than 45 days before third birthday are likely Part B referrals. Children may be referred to Part B Special Education services as early as 2 ½ years old How to resolve? Verify whether child was receiving Part C Services at time of referral to Part B. If not, record should be reported in Path 3. Verify whether the Date Child Found Eligible for Part C [Path 2] is correct Special Education EOY - 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) Orla Bolger – bolger_o@cde.state.co.us 303-866-6896 *Please include your AU #, Error code # (if applicable), and phone number in emails! Thank you.  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 Discipline

Special Education Discipline Important Dates July August Wednesday July 10: Date to have Discipline Action Interchange (DIS role) and Special Education IEP Interchange (SPE role) errors resolved Thursday August 15: All exception requests received by CDE Thursday August 22: Complete Snapshot! All interchange and snapshot errors resolved Aug. 22- Aug. 29: Report Review August 29: Final Submission and Reports due

Special Education Discipline Bug status Sped Snapshot Records doubling: Fixed Error Count Numbers: Fixed Record counts and error counts should both look correct now. Your SD002 errors may decrease as a result. Be sure you’ve created a snapshot as of June 5th or after Special Education Discipline - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759

Special Education Discipline Review Cognos Report: Sped Discipline: School Discipline and Attendance & Special Education Discipline Data Comparison Report Before SDA closes (deadline June 28th) Report is for your information only and a tool for comparison Purpose of report is to catch extreme discrepancies between SDA and Special Education Discipline It is very likely this report will NOT tie out exactly due to the reporting differences between SDA (most severe punishment) and Sped Discipline and possible differences between Special Education designation

Special Education Discipline Error SD017 New Error Message: Grade Level must be included in the snapshot and be a valid code. This field is blank because a record with a matching School Code could not be found in the Student Profile Interchange- Student School Association (SSA) file OR the Incident Date does not fall between the School Entry and Exit dates on the SSA file. Please check the Cognos Sped Incident and School Enrollment Date Comparison Report for details. Grade level comes from the Student School Association (SSA) file. Reasons this will trigger- Discipline Action and School Association data not in sync: A record cannot be found for student in the SSA file with a matching school code to the one reported on the Disc Action record. Incident date does not fall between the SSA School Entry and Exit dates (i.e. before the entry date) Grade level, School code on the SSA file and School Code on the Discipline Action file, and the Incident date and School Entry and Exit dates must be in sync. *Check the Sped Incident and School Enrollment Date Comparison Report . This report only has data if you have SD017 errors. It’ll show you which of the reasons above is causing it to trigger. Special Education Discipline - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759

Special Education Discipline Resources 2018-2019 Resources posted: Special Education Discipline Interchange: http://www.cde.state.co.us/datapipeline/inter_sped-discipline Special Education Discipline Snapshot: http://www.cde.state.co.us/datapipeline/snap_sped-discipline Questions? Contact: Lindsey Heitman Heitman_l@cde.state.co.us (303) 866-5759

Thank You Next Town Hall: Thursday, June 27, 2019 9 a.m.-10 a.m.