1. Staff Interchange 2015-16 Updates
Annette Severson
Kristi Gleason 1
October 2015

2. 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

3. Agenda Staff Interchange Overview Timeline Staff Profile
Staff Assignment
Additional Information 3

4. Staff Interchange Overview4

5. Interchange Process
Create/Update Data Files
Upload files in Format Checker
Upload files in Data File Upload
Review Batch Maintenance
Review Error Reports in Cognos
Correct Data Files in Source System
Once No Errors in All Files Needed -> Create Snapshot 5

6. Snapshot Process No errors? Review Reports and Finalize if Accurate 6
Interchange files uploaded and error free
Create Snapshot
Additional Business Rules
Errors? Correct Errors in Interchange Files
Upload corrected interchange files
No errors? Review Reports and Finalize if Accurate 6

7. Human Resources Snapshot Details
Overview: General education staff data as of December 1st of each school year including teacher turnover rates, teacher student ratios, average experience, etc. must be provided annually
Legislation: Commissioner – duties statistics required, (k), C.R.S.; Board of education – reporting requirements (II)(K)(VII), C.R.S.; Performance reports – contents – rules, (3)(e), C.R.S.; Use of aggregate data – educator preparation programs, C.R.S.; Licensed Personnel Performance Evaluation, C.R.S. 7

8. Human Resources – Use of Data
EDFacts – federal reports
SchoolView.org/Data Center
Performance Reports – staff statistics
Highly Qualified determinations
Media and external data requests
Colorado Department of Labor and Employment
Colorado Department of Higher Education 8

9. Special Education December Count Snapshot Details
Overview: The Special Education December Count collection is an annual count of Eligible Students under Part B of the Individuals with Disabilities Education Act (IDEA) as of December 1st. Special Education December Staff Data is also required to obtain actual data on special education staff employed by administrative units on December 1st of each year.
Federal Regulations: 34 CFR State uses of targets and reporting (a) General. Each State must use the targets established in the State’s performance plan under Section and the priority areas described in Section (d) to analyze the performance of each LEA. (b) Public reporting and privacy—(1) Public Report. (i) Subject to paragraph (b)(1)(ii) of this section, the State must— (A) Report annually to the public on the performance of each LEA located in the State on the targets; Use of aggregate data – educator preparation programs, C.R.S.; Licensed Personnel Performance Evaluation, C.R.S. 9

10. Special Education December Count– Use of Data
EDFacts – federal reports
Report on educator effectiveness
Medicaid
Draw random samples for parent survey
Compliance record review
Monitoring
Provide information regarding the fiscal impacts of the numbers
Indicator reporting
Public reporting
Legislature requests
Research requests
Consultant analysis to support technical assistance needs in the state 10

11. Timeline

12. Timeline
Human Resources and Special Education December Count snapshots have the same timeline
To assist with Special Education reporting requirements
To have accurate and timely staff data counts available
Per request to streamline overall process for districts, BOCES and Administrative Units
Detailed timeline is posted online at:

13. Opening Timeline Staff Interchange Opens
4/15/2018
Opening Timeline
Thursday, October 1st
Staff Interchange Opens
Special Education IEP Interchange Opens
Monday, October 19th
Human Resources Snapshot Opens
Sped Dec Count Snapshot Opens
Monday, November 2nd
Interchange files must be uploaded into at least once
Tuesday, November 10th
Tuesday, December 1st
Official Count Date 13

14. Detailed Snapshot Timeline
At least 1 HR snapshot created by all Districts
At least 1 Dec Count snapshot by all AUs
Tuesday, December 8th
All applicable interchange files are all error free
Monday, January 11th 2016
Sped Dec Count snapshot complete and error free
HR snapshot complete and error free
Wednesday, January 13th
Thurs, January 14th
through
Wed, January 21st
Districts: Special Education Staff Report Review
AUs: Staff and Student Report Review 14

15. Finalized Snapshot Data Timeline
Districts: Verify all Special Education Staff Accurately Reported
AUs: Validity Reports are Due
Wednesday, January 21st
Friday, Jan 22nd through
Tuesday, Jan 26th
Special Education Student Duplication Process
All student duplications issues resolved; Sped Dec Snapshot re-created and error-free
Tuesday,
February 9th
HR snapshot Finalized
Sped Dec Count snapshot Finalized
Thursday, February 11th 15

16. Timeline - Highlights January 13th – Snapshots created and error free
Start early! Staff Interchange is open! Interchange files can be uploaded multiple times throughout process
January 13th – Snapshots created and error free
Districts/BOCES: Human Resources Snapshot – much earlier than prior years
Administrative Units: Special Ed December Count Snapshot
January 14th – 21st – Review week
Districts MUST REVIEW Special Education Staff Report (Cognos)
AUs review reports in detail and make any data corrections deemed necessary 16

17. It’s a MARATHON, not a sprint!
Marathon = weeks of training!
We will help along the way 17

18. Staff Profile
Updates 18

19. Staff Profile: Fields Removed
“Passed NCLB HQ Approved Elementary Or Early Childhood Core Content Test”
Removed
Moved to the Staff Assignment File
“State Approved Content Test Administered for Elementary or Early Childhood Core Content Test”
No longer required or collected

20. Staff Profile: Evaluation Ratings
Teacher/SSP Overall Performance Evaluation Rating AND Quality Standards 1 -6 required for:
Specialized Service Professionals (job class codes: 211, 231, 233, 234, 235, 236, 237, 238, and 242)
Librarians (job class code 216)
Teachers (job class codes 201 through 206)
Principal Overall Performance Evaluation Rating AND Quality Standards 1-7 are required for:
Principals and Assistant Principals (job class codes 105 and 106) 20

21. Staff Profile: Evaluation Ratings (continued)
Teacher/SSP Quality Standard 6 – Student Growth: The final rating on student learning outcomes.
If not able to provide for any teacher/SSP, use code 05
Principal Quality Standard 7 – Student Growth: The final rating on student learning outcomes.
If not able to provide for any principal, use code 05 05
Not rated in prior year for reason other than being new 21

22. Staff Assignment
Updates 22

23. Staff Assignment: Added Fields
Passed NCLB HQ Approved Elementary Or Early Childhood Core Content Test
Previously in Staff Profile
Moved to assist with Highly Qualified (HQ) issues during the snapshot process
24 Semester Hours of Secondary Core Content Coursework
Passed Approved Secondary Core Content Test In Teaching Area

24. Staff Assignment: Employment Status Codes
Code 11- modified definition:
Active employment -- Individual employed by the district in the reported school and position.
Code 16 (on leave) was removed
Added Codes 26 and Code 27 to replace code 16 26
On Leave and Not Replaced 27
On Leave and Replaced

25. Staff Assignment: Misc. Updates
Number of Classes Taught – required to be reported for all teachers
Example C:  An elementary teacher who has one class with the same students all week (Monday through Friday) should have 01 in Number of Classes Taught in Subject.
Example D:  An elementary music teacher that has three classes with different students on Mondays and Wednesdays and has two classes with different students on Tuesdays and Thursdays should have 05 in Number of Classes Taught in Subject.
All data fields must be reported and not blank with the exception of ‘Ending (end) Date at School District’. 25

26. Data Privacy 26

27. Importance of Data Privacy
4/15/2018
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) 27

28. 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 28

29. Additional Information29

30. Trainings Date Time Topic Trainings will be recorded and posted at:
Monday, October 5th
2:00-3:00 pm
Staff Authoritative Source
Tuesday, October 6th
1:00-2:00 pm
Staff Interchange Updates
Thursday, October 8th
3-4 pm
Uploading Staff Interchange Files and Updates
Tuesday, October 13th
Highly Qualified Edits and Reporting Fields
Wednesday, October 28th
10:00-11:00 am
Special Education Snapshot Process
Monday, November 2nd
Human Resources Snapshot Process
Trainings will be recorded and posted at: 30

31. Additional Resources Staff Interchange information:
Annette Severson: (also HR)
Kristi Gleason: (also Dec Count)
Human Resources Snapshot information:
Special Education December Count Snapshot information:
Additional Contacts: Lindsey Heitman: and Orla Bolger: 31

32. THANK YOU We realize the Staff Interchange/HR Snapshot/
Dec Count Snapshot can all take considerable effort & time
THANK YOU
in advance for your hard work! 32