Data Pipeline Town Hall November 2nd, 2017

Data Pipeline Town Hall November 2nd, 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 Data Pipeline support is

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 , 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:

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 ( ) with questions about how to transmit PII securely Use Syncplicity to encrypt s to CDE Avoid sending PII via unencrypted 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 Student End of Year
Student October Data Field Questions Kindergarten Readiness Special Education IEP Special Education December Count Human Resources Teacher Student Data Link Pre-Id Pull for Assessment

Open Collections in Data Pipeline

Open Data Pipeline Collections
Year Round Directory RITS EDIS Periodic December Finance Kindergarten School Readiness Designated Agency (Due 8/31/2018) Human Resources Interchanges Student ( & ) Special Education IEP ( ) Staff ( ) 9

Open Data Pipeline Collections
9/21/2018 Open Data Pipeline Collections Snapshots Student End of Year for (Next Deadline 11/30/2017) Student October (Soft Deadline 11/7/2017) Special Education December Count Coming Soon ACCESS for ELLs (Nov 9th) TSDL (Nov 14th) 10

Student End of Year

What’s next. Student EOY – Duncan Anderson – Anderson_d@cde. state. co
What’s next? Student EOY – Duncan Anderson – The Post-Cross LEA phase is here! Resolve remaining errors by the end of the month

Training this Afternoon Student EOY – Duncan Anderson – Anderson_d@cde
Training this Afternoon Student EOY – Duncan Anderson – Full Post Cross LEA Phase Training is posted! Link: Check the Post-Cross LEA section for the training, step by step instructions and details More information about adequate documentation, rates, and calculations are also available on that page

Important Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us
You can view your errors in the regular End of Year error report screens. Note SE722 and SE903 are the exact same. Only snapshot records that have SE722/903 errors can be updated during this phase. Other changes will require an exception be approved by Duncan Snapshot update screen:

Important Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us
You can still create new adjustments as needed during this phase, so research those former dropouts! This is the last chance to update students who graduated/didn’t graduate! You must request an exception to update these records Only students who need their exit type to stay as a 13 in response to a SE722/SE903 error should have documentation uploaded. Other exit types can be changed by districts without review

Questions? Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us
Please contact Duncan Anderson if you have any questions

Student October

Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October Friday 15th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST September Monday 2nd: Count Day Thursday 5th: Target for first student interchange upload Thursday 12th: Target for error free interchange files Thursday 19th: Target for creating first snapshot Thursday 26th: Target for error free snapshot October Tuesday 7th 5pm: Soft deadline for snapshot submission Friday 10th 5pm: Snapshot submission deadline Tuesday 28th: Last day to resubmit snapshot November Morgan Holmgren – –

Student October Foster Care Students Foster care data was uploaded this week Students who are flagged as foster in your snapshot have been identified as having been in foster care between July 1, and October 2, 2017. Students who are identified are eligible for Free Lunch You may use the error report to document eligibility for your nutrition office OC134 will trigger if a student is marked as foster in your October snapshot and not as Free Eligible You can also backdate their eligibility to at least October 2. If you would like I can try to provide you with an earlier date if possible. There is no Cognos report at this time There is a flag in the Student October file extract (data pipeline) and Student October Records (Cognos) Morgan Holmgren – –

Student October Facility Students If a district has a student who is placed short-term in a facility (and the student is included in the duplicate count), the district may be able to include the student for funding if all of the following criteria have been met: Student established attendance with the district during the current school year prior to the pupil enrollment count date AND Student was still enrolled with the district as of the pupil enrollment count date AND Student had a schedule with the district that supported funding eligibility as of the pupil enrollment count date AND Student resumes attendance with the district within 30 days following the pupil enrollment count date Morgan Holmgren – –

Student October Facility Students Reminder: If the district has facility students that do not attend a district school, the district can only submit the facility student for funding in Student October if the district is paying for the basic educational services for the student. This is in addition to any tuition costs the district is paying for special education services. If the district is only paying for special education services, then the district cannot submit the student for funding in Student October. Morgan Holmgren – –

Student October Resolving Duplicates Warning – OC11 indicates you have a student that may trigger a duplicate when we run the duplicate process You can review the report Summary of Pupils Reported by Another District Three sections Summary of Pupils Reported by Another District These students are being reported by two LEAs in the October Snapshot Does not guarantee they are exceeding their allowed funding Does include funding code and other reporting LEA so you can check to try and resolve the duplicate Summary of Pupils Reported by a BOCES and District Students reported in a BOCES and District where both are using PAI codes 01-08 Summary of Pupils Reported by a Facility Discussed in previous slides Morgan Holmgren – –

Student October Do not forget your Home School Data: Must be entered prior to submitting data Only include students who: Was reported to your district as being home schooled Is not included in your Snapshot as a home based education student Morgan Holmgren – –

Student October Submitting to CDE: Student Profile -> Status Dashboard and click ‘Submit to CDE’ Must have LEAAPPROVER role in IDM to complete this step Once data is submitted it will be locked, must request unlock to make changes ( or call me to request) Morgan Holmgren – –

Student October Office Hours Thursday November 2, 2017 – 1pm-2pm: Duplicate Count and Data Submission Link: Phone: Past Office Hours Posted on Student October Website Morgan Holmgren – –

Student October More Information on Student Interchange and October Student October Resource Guide Student Interchange Website: Student October Website: Questions Contact Information: Morgan Holmgren

Data Field Questions

Data Field Questions There has been a request for explanations of some data fields CDE collects The field that got this started is the new Military Connected field, but we would like to hear about more. We would like to know: Which data fields would you like to know more about why we collect them? Which data fields do you receive lots of questions about why they are collected? Please type the fields you would like more background information on in the chat box. Or send an to with this information

Kindergarten School Readiness Data Reporting
9/21/2018 Kindergarten School Readiness Data Reporting Upload Slide deck, data reporting fact sheet

Collection Status Current Status of Collection:
Percentage of Districts with Data Uploaded: 30.22% Percentage of Districts with Submitted Data: 14.29% Thank you!! Quick Reminders: Please make sure you click “Submit to CDE” Teaching Strategies Report Collection Close Date: Anticipated Close Date: 12/7/17

Fixes to Common Errors (GOLD® Related)
What if… …the Colorado Kindergarten Readiness Report does not populate? Reason: Teachers have not finalized data Solution: Contact teachers to finalize data. Teachers need to make sure they have not only completed ratings, but finalized their data AND for all six domains “Finalized” is indicated by a green circle with a checkmark …the report does not populate for all children? Reasons: Data have not been finalized for all children or the rating of “Not Observed” has been used Solution: Make sure teachers have finalized all domains for all children AND the rating of “Not Observed” is not chosen Both of these conditions can be checked via the Assessment Status Report in GOLD® by filtering at the classroom level Please contact me if you need assistance with this

What if… …not all of the FRL columns populate in the report? Reason: We are expecting only the SES Eligible for FRL column to populate. Although SES status is a required part of the collection, the FRL field is set up as an optional, single checkbox in GOLD®. Teaching Strategies will build out this field for next year. Solution: Pipeline will accept the blank columns for SES Eligibility Unknown for FRL and SES Not Eligible for FRL for this year. Please don’t zero-fill these columns, as they can be interpreted as zero counts. For future reference: FAQ#12

What if... …I only see four columns in my Excel file? Reason: You have selected “District” under “Output” in GOLD®. Solution: Please go back into GOLD® and select “School” under “Output”. …district totals are repeated for each school code? Reason: Your schools are all in one site in GOLD®. Solution: Each school needs its own site. Please contact me for instructions.

Fixes to Common Errors (Pipeline Related)
What if… …Pipeline gives me a file configuration error when trying to upload? Reasons: Either your file is not saved as an .xlsx extension, or you have selected “District” under “Output” in GOLD®. Solution: Please go back to GOLD® and select “School” under “Output” and make sure that your file runs from Column A to Column T. Please also make sure it is saved as an “Excel Workbook” with an .xlsx extension.

Timeline Goals for October Goals for November
Recorded 10/4 webinar of a full walkthrough of the process Pre-recorded steps can be accessed here (about 15min) Full webinar can be accessed here (about 45min) Goals for November Trainings/Office Hours mid-November Wednesday, 11/8 from 10-11am Full walkthrough PLUS how to check ratings in Teaching Strategies Thursday, 11/16 from 2-3pm (office hours) Tuesday, 11/28 from 1-2pm (office hours) Join us here: Call in: ; Room

Further Information Additional information can be found at:
The Data Pipeline website The School Readiness website Please check out the FAQs for more information on: FRL Status Columns Steps to complete the collection Waivers Other topics, etc. If you have any other questions or concerns, please me. I would love to know what questions are on your mind.

Contact Emily Kielmeyer School Readiness & P-3 Program Manager
9/21/2018 Contact Emily Kielmeyer School Readiness & P-3 Program Manager Tara Rhodes Early Learning Business Analyst 37

Special Education IEP Interchange

Special Education December Count Timeline
November 1st Snapshot Opens November 16th Must have all interchange files uploaded at least once December 1st Official Count Date December 14th Must create snapshot at least once December 21st Interchange files error free January 18th All errors resolved (interchange and snapshot) Jan 19th – 25th Review Staff and Student Reports January 25th Validity Certification Reports due Jan 26th – Feb 8th Student Duplication Process February 15th Snapshot must be finalized 39

Special Education December Count

Snapshot Open for Business!! UPCOMING TRAININGS
To join: Call in number: Training Date Time December Count Monday, November 13, 2017 10:00 am – 11:00 am Technical Assistance around the 11/16/2017 Interchange Upload Requirement Staff Interchange Tuesday, November 14, 2017 2:30 pm – 3:30 pm Jennifer Simons and DSU offering office hour around the new Demonstrate In-Field Status fields Tuesday, November 28, 2017 December Count Office Hours Tuesday, December 19, 2017 Technical Assistance around the 12/21/2017 IEP/Staff Interchange Error Resolution Requirement Tuesday, January 16, 2018 1:00 pm – 2:00 pm Technical Assistance Around Snapshot Completions, Review Reports, Duplicates Tuesday, February 6, 2018 Technical Assistance Around Final Steps toward Collection close 02/15/20148

Thank you for joining us today!
Questions? If you have ANY questions about the Special Education IEP Interchange please feel free to contact us. No question or concern should remain unanswered of unresolved. We are just a phone call or away! Kristi Gleason (303) Lindsey Heitman (303) Orla Bolger (303) protocol – please include: Administrative Unit # Phone number where you may be reached. Be sure to get that added in Access Management. Subject of the NOTE: Never send files or reports via – contact us to determine best technical assistance avenue. Thank you for joining us today!

Human Resources Snapshot

Identity Management Roles
Staff Interchange Roles: STF~ LEAUSER – upload and modify staff interchange files OR STF~LEAVIEWER – view (only) staff interchange data Human Resources Snapshot Roles: HRD~LEAAPPROVER – Approves, creates, views Snapshot OR HRD~LEAUSER - creates, views Snapshot OR HRD~LEAVIEWER- views snapshot

HR Timeline by Month November 1st: Snapshot Opens
16th: Interchange Files uploaded at least once December 1st: Official Count Date 14th: Snapshot created at least once 21st: Interchange files error free January 18th: Snapshot created at least twice 18th – 26th: Review Special Ed data reports and Assist with special education duplication process as needed February 8th: Snapshot error free 8th – 15th: Review reports 15th: Snapshot must be finalized on or before this date

Human Resources Snapshot
HR Snapshot Process - Once interchange files have no remaining errors: Staff Profile (error free) Staff Assignment (error free) Human Resources Snapshot No errors EDIDs in both Special Ed Flag = 0 Dec 1st Employment

Who is/isn’t included in the HR snapshot?
All general education staff employed as of December 1st Full or part time Office/clerical, teachers, principals, administrators, etc. Excluded: Substitutes unless they are permanent (90 days or more in the same classroom consecutively) Temporary workers, such as after school coaches Special Education staff – they are reported in separate snapshot Staff not employed December 1st

Upcoming Trainings HR Snapshot Overview:
November 7th from 10 to 11 am URL: Call in number: ESSA Requirements – Demonstrates In-Field Status 1 & 2 November 14th from 2:30 to 3:30 pm

Resources Human Resources Snapshot information:
Annette Severson: Staff Interchange information –including training slides and recording 49

Teacher Student Data Link

Teacher Student Data Link Interchange: Access
Local Access Manager (LAM) will need to assign you prior to logging into Pipeline Interchange access: TSL_LEAUSER – upload data files TSL_LEAVIEWER – View data and error reports only Snapshot access: TLS_LEAAPPROVER – creates, views and finalizes data TLS_LEAUSER – create and review snapshot data TLS_LEAVIEWER – View the data only (not modify or submit)

TSDL Requirements Prior to uploading TSDL interchange data files:
Student Data must be submitted in Student Interchange Files Staff Data must be submitted in Staff Interchange Files All Local Course Codes must be Mapped to the Standard Course Codes – the above TSDL exclusions do not apply Include in TSDL Files: All students enrolled in the same course/section greater than four consecutive weeks. All teachers employed during the current school year. Data for only mathematics, science, social studies, and English language arts For grades K-12

TSDL Snapshot Timeline
9/21/2018 TSDL Snapshot Timeline Date Event Tuesday, Nov 14th 2017 Interchange open Wednesday, Jan 17th 2018 Snapshot open Friday, June 1st 2018 Checkpoint: All districts create a TSDL snapshot Friday, June 15th 2018 Checkpoint: TSDL Interchange files error free Friday, June 22nd 2018 Checkpoint: TSDL Snapshot error free Friday, June 29th 2018 Soft Deadline: Recommended date to finalize the TSDL snapshot. After this date, many school systems roll over to the next school year. Friday, August 31st 2018 Deadline: Snapshot must be finalized

Webinar Trainings Date/Time Topic Tuesday, November 14th 1 -2 pm
Getting Started – What is Required? Tuesday, December 12th 1 -2 pm TSDL Interchange Process Tuesday, January 9th 1 -2 pm TSDL Interchange Edits Guide Tuesday, February 13th 1 -2 pm TSDL Snapshot Process Tuesday, March 13th 1 -2 pm Overall Process Review (Interchange and Snapshot) Tuesday, April 10th 1 -2 pm TSDL Snapshot Edits and Reports Tuesday, May 8th 1 -2 pm TSDL Interchange Review Tuesday, June 12th 1 -2 pm Reports Review and Finalizing Steps Tuesday, July 10th 1 -2 pm Status Check – Who’s Remaining? Tuesday, August 14th 1 -2 pm Final Review

Course Instructor File Changes
Removed field “MSP Project Code” from file layout Removed field “MSP Most Recent Year of PD Participation” from file layout

Course Enrollment File Changes
Removed field “Course Completion Status” from file layout Removed field “Verified” from file layout Updated field “Final Grade” to be “Final Grade/Course Completion Status” The final indicator of the student’s performance and course completion status at the time of data submission. Districts may find “Completed – Pass” and “Completed – Satisfactory” to be similar; for clarification, districts may opt to use “Completed – Pass” for courses with no credit/no grade/no mark and “Completed – Satisfactory” for courses that result in a grade/credit/mark.

Final Grade/Course Completion Status
Code Description 1 Completed - No Credit/No Grade/No Mark 2 Completed - Pass 3 Completed - Satisfactory 4 Completed - Unsatisfactory 5 Completed - Fail 6 Incomplete – No Credit/No Grade/No Mark 7 Withdrew – No Credit/No Grade/No Mark

TSDL Interchange Resources
Website Resource: File Layouts Business Rules Templates Additional Resources – including step by step process Contact: Annette Severson 58

Assessment

Student Assessment Data Cycle
Pre-ID Extract Student Testing SBD Review Results Release Pre-ID Extract Districts update student data for October count in Data Pipeline CDE downloads October count data from Data Pipeline CDE submits data to vendor system Assessment ∙ Melissa Mincic ∙ or

Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Review Timeline* Assessment Data Source Dates ACCESS for ELLs October count snapshot file 11/09/17 CMAS* CO SAT/PSAT 10 DLM October count final file 12/17 *A new feature in PAnext will allow districts to upload a file with all data for student transfers between districts for CMAS and CoAlt science/social studies versus complete the transfer online individually. Assessment ∙ Melissa Mincic ∙ or

Thursday, November 9, 2017 9 a.m.-10 a.m.
Thank You Next Town Hall: Thursday, November 9, a.m.-10 a.m.

Data Pipeline Town Hall November 2nd, 2017

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