Data Pipeline Town Hall
August 6, 2015
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 [email protected]
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
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Town Hall Invitation
 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
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Today’s Agenda
 Open Collections in Data Pipeline
 Civil Rights Data Collection
 RITS
 Student End of Year
 Rollover for 2015-16 Student Interchange
 October Count
 Possible USDE Data Collection Changes
 Special Education End of Year
 Special Education Discipline
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Open Collections in Data Pipeline
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Open Data Pipeline Collections
Year Round
 Directory
 School Code Changes (Should have sent them to CDE by now)
 Ensure that your Superintendent, Principals and Key Personnel are up
to date.
 RITS
 EDIS
Interchanges
 All Interchanges are open
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Open Data Pipeline Collections
Snapshots
 Special Education Discipline (Closes August 26th)
 Student Interchange (District)
 Discipline Interchange (District)
 IEP Interchange (Administrative Unit)
 Directory
 RITS
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Open Data Pipeline Collections
Snapshots
 Special Education End of Year (Closes October 13th)
 IEP Interchange (Administrative Unit)
 Student Interchange (District)
 Directory
 RITS
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Open Data Pipeline Collections
Snapshots
 Student End of Year (Closes September 10th)
 Student Interchange
 Title I
 SPED IEP
 Directory
 RITS
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Open Data Pipeline Collections
Snapshots
 Teacher Student Data Link (Closes August 28th )
 Teacher Student Data Link Interchange
 Student Interchange (student demographics)
 Staff Interchange (staff profile)
 State Standard Course Codes
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Open Data Pipeline Collections
 Other….
 Math Science Partnership will be in ADE - Now Open (September
30, 2015)
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Civil Rights Data Collection
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2013-14 Civil Rights Data Collection
 As of July 31st 56 LEAs have certified. Thank you!
 8 LEAs are 100% complete, but have not yet certified.
 Another 31 LEAs are 90% or more complete
 Due date is August 7, 2015 (tomorrow)
 Need assistance? Contact CRDC Partner Support Center
 Email: [email protected]
 Phone: (844) 338-2732
 Notes:
 If any data appears incorrect, then overwrite.
 If find issues, work with CDE to correct for 2015-16 collection.
RITS
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RITS
Things to remember…
 If you haven’t started, please begin submitting students
for the 15-16 school year
 If student(s) has/have already been submitted to not
resubmit again as this creates duplicates that have to
be manually closed out and significantly slows down
case reviews for everyone.
 Please ensure that there is complete information for all
submitted students as incomplete or inaccurate
information significantly slows down the issuance of
SASIDS.
RITS
Things to remember continued…
 Use only legal documentation for submitting names
and dates of birth to RITS. Guidance on this can be
found at
http://www.cde.state.co.us/datapipeline/ritsguidance
 Use the match tool if uploading large batches this saves
both you and CDE time
RITS
 Please remember not to use personally identifiable
information (PII) when e-mailing staff at CDE. If this
occurs the e-mail will be deleted and you’ll be asked to
resend using a secure file transfer or website method.
You may also call CDE staff. It’s vitally important that
PII not be sent over unsecured e-mail as this
compromises student data privacy.
Student End of Year
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Student End of Year Issues
 Rule SE099
 In district transfers associated with school closures and
grade changes
 Modify system to check if the student attended highest
grade at a school in the prior year
 Current work around - Request an exception
 Check school year drop down on error reports
 Student demographic and school association
 Make sure selecting 2014-2015 school year
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Student End of Year
 Common errors which require exceptions
 SE049 – Student reported in October and not enrolled on
October 1 st in Student End of Year
 SE060 – Student on enrolled on October 1 st in End of Year
and not reported in October collection.
 SE061 – Student earned High School Equivalency (GED)
 SE168 – Grade to age error
 Free and Reduced lunch reset during rollover
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Student End of Year
 Load all student files and clear errors
 Student
 School Association
 Advanced Course Completion
 Only needed if district offers AP or Post secondary courses
 Common reasons students excluded from snapshot
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Interchange errors
Record missing from the interchange
Primary School flag is not set correctly
Attendance code other than 01 through 08
Student End of Year
 All districts should have an error free snapshot
 Validate Student End of Year data using reports
 Thank you to all districts who are being proactive
completing snapshot
 I will be contacting districts who are not complete
with their snapshot.
 DO NOT send sign off form
 These are due in December
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Deadlines
 First submission to CDE
 September 10 th
 All data must be submitted according to board rules
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Trainings
 Training materials
 http://www.cde.state.co.us/datapipeline/snap_eoy
 PowerPoint and Recorded webinar
 Checklist for student end of year collection
 Step by step process documentation
 Exceptions or Questions?
 Kevin Smith
 [email protected]
 303-866-6723
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Rollover for 2015-16
Student Interchange
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Interchange Rollover
 Student Interchange has both 2014-2015 and
2015-2016 school year available.
 Please make sure to select correct school year
 System defaults to 2015-2016 school year in error
detail report drop downs.
 Student End of Year uses 2014-2015 school year
 Student October uses 2015-2016 school year
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October Count
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Student October 2015-2016
 Three changes this year
 New code of 4 in the special education transition field in
the student demographic file
 New Home Based Education field in the student school
association file
 New calculation for the Colorado Continuously,
Continuously in District, and Continuously in School fields
in the student school association file.
 Please see file layout for more information on calculation:
 http://www.cde.state.co.us/datapipeline/201516studentschoolassociationfilelayout
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Student October 2015-2016
 Added 4 as an option for the Special Education
Transition field in student demographic file
 This means student is in 4 th year of senior year
 Small number of students meet this criteria
 Student Demographics file layout
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http://www.cde.state.co.us/datapipeline/201516studentdemographicfilelayout
Student October 2015-2016
 New home based education field
 Field was added to the school association file
 This field is a binary field (Zero or One)
 Zero indicates student is not a home school student
 One indicates student is a home school student and receiving some services
from the district.
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Note: student is receiving some services from the district.
Home school students not receiving services will be reported as a count
by grade level as done last year.
 Student School Association file layout
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http://www.cde.state.co.us/datapipeline/201516studentschoolassociationfilelayout
Student October 2015-2016
 New calculation for the Colorado Continuously,
Continuously in District, and Continuously in School
fields in the student school association file.
 Student School Association file layout
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http://www.cde.state.co.us/datapipeline/201516studentschoolassociationfilelayout
Student October 2015-2016
 Student October trainings
 Email sent out on Tuesday
 All trainings are identical
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Tuesday, August 25th 9:00 am – 10:00 am
Thursday, August 27th 4:00 pm – 5:00 pm
Tuesday, September 1st 3:00 pm – 4:00 pm
Wednesday, September 9th 1:00 pm – 2:00 pm
 Adobe URL: http://connect.enetcolorado.org/data_ser vices
 Call in number : 866-764-6750
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Student October 2015-2016
 Student October Schedule
 http://www.cde.state.co.us/datapipeline/stuoctdeadlines
 More information on the collection
 http://www.cde.state.co.us/datapipeline/snap_studentoctober
 Contact information
Kevin Smith
Email: [email protected]
Phone: 303-866-6723
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Possible USDE Data
Collection Changes
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EDFacts OMB Clearance Package for
2016-17, 2017-18 and 2018-19
 LEAs are encouraged to respond
 LEA opportunity to speak to data burden
 Obtain details from
http://www.regulations.gov/#!documentDetail;D=ED-2015-ICCD-0090-0001
 Select “Open Docket Folder”
 Scroll down to “Supporting Statements” and "Forms and Instructions" (for
Appendices)
 Due September 8, 2015
 Submit through www.regulations.gov
EDFacts OMB Clearance Package for
2016-17, 2017-18 and 2018-19
 Actionable comments:
 Demonstrate understanding of intent
 Provide rationale for why not the best option
 Offer a viable alternate approach
 Questions to consider:
 Is the proposed data available? In suggested format?
 Does the proposed metric capture what ED intended? If not, what metric
is better?
 Are there any questions about the proposed changes that require further
clarifications or guidance?
 Are there any data quality considerations that ED should know about this
data?
 Does the LEA have different definitions or constraints related to this data
that ED should know?
EDFacts OMB Clearance Package
Attachments
 B-1 – Overview of EDFacts Data Set for School Years 2016-17, 2017-18, and
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2018-19
B-2 – Directory Records for the EDFacts Data Set for School Years 201617, 2017-18, and 2018-19
B-3 – EDFacts Data Groups for School Years 2016-17, 2017-18, and 2018-19
B-4 – EDFacts Data Categories for School Years 2016-17, 2017-18, and
2018-19
B-5 - EDFacts Data Set: IDEA Part B Data Collections through EMAPS
B-6 – EDFacts Data Set: Kindergarten Entry Assessment Data Collection
through EMAPS
*C – EDFacts Data Set Changes from SY 2015-16*
D – EDFacts Data Set for School Years 2016-17, 2017-18, and 2018-19:
Directed Questions
E – EDFacts Data Set Information to Assist Reviewers for School Years
2016-17, 2017-18, and 2018-19
EDFacts OMB Clearance Package
Proposed Changes
New Data Groups:
 NATIONAL SCHOOL LUNCH PROGRAM: NCES – DIRECT CERTIFICATION
 NCES: Direct Certification: states report direct certification OR free lunch eligible
 CHRONIC ABSENTEEISM:
 Moving data elements from the Civil Rights Data Collection (CRDC) to EDFacts
 Change in definition to 10% or more school days during the school year,
 N or D participants at state level
 SCALE SCORE: MEAN AND STANDARD DEVIATION FOR SCALE SCORE
 HOMELESS: ADJUSTED COHORT GRADUATION RATE (ACGR)
 New Education Unit Totals: Data Group (DG)655/File Specification (FS) C118, Homeless students enrolled table
 DIRECTORY DATA: Metadata about the directory
 LEA: Change focus from defining LEAs to defining types of LEAs
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Explanation of expected reporting for each type
 Definition for regular public school district
 Add focused public school district
 Drop term “education agency”
 School: Revise definition of school and some school types
 Explanation of expected reporting for each type
 Virtual school permitted values
 Charter Management Organizations
 SCHOOL IMPROVEMENT GRANTS (SIG)
 Baseline Indicator Status (DG752/FS C167): Revise category set from yes/no to year-based list
Metadata (EMAPS):
 OFFICE OF SPECIAL EDUCATION PROGRAMS (OSEP): LEA Maintenance of Effort (MOE)
Provisions
 OFFICE OF EARLY LEARNING: Kindergarten Entry Assessments
EDFacts OMB Clearance Package
Proposed Changes (Deletions)
 DG664/FS C163: Truants
 DG491/FS C004: Children with disabilities (IDEA) not participating in assessments table
 EMAPS: Previous year 619 allocation for each LEA/ESA in the MOE Reduction & CEIS data collection
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Migrant: Office of Elementary and Secondary Education
DG102/FS C054, MEP students served 12-month table
DG515/FS C065, MEP Personnel (FTE) table
DG625/FS C065, MEP personnel (headcount) table
DG634/FS C121, Migrant students eligible 12-month table
DG635/FS C122, MEP students eligible and served
DG684/FS C145, MEP services table
DG796/FS C192, MEP students priority for services table
OCTAE: Office of Career and Technical Education
DG320/FS C083, CTE concentrators graduates tables
DG521/FS C082, CTE concentrators exiting table
DG681/FS C142, CTE concentrators academic achievement table
DG702/FS C154, CTE concentrators in graduate rate table
DG703/FS C155, CTE participants in programs for non-traditional table
DG704/FS C156, CTE concentrators in programs for non-traditional table
DG705/FS C157, CTE concentrators technical skills table
DG736/FS C158, CTE concentrators placement table
EDFacts OMB Clearance Package Chronic
Absenteeism
 Report the unduplicated number of students absent
10% or more school days during the school year.
 Includes all absences (excused and unexcused)
 Collected by student demographic categories:
 Gender and Race/Ethnicity
 Gender and Disability Status
 Gender and Section 504 Status
 Gender and LEP Status
 Gender and Homeless Status
Potential Issues with Collecting Chronic
Absenteeism at CDE
 Collected in addition to the habitually truant counts
 Required by C.R.S. 22-33-107.3a(I)
 Definition: 10 unexcused days in 1 school year or 4 unexcused days
in 1 calendar month or both
 Different definition for similar information may cause
confusion between data fields
Chronic Absenteeism – possible new data
fields for Attendance file (2016-17)
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Am. Indian male students absent 10% or more school days
Am. Indian female students absent 10% or more school days
Asian male students absent 10% or more school days
Asian female students absent 10% or more school days
Black male students absent 10% or more school days
Black female students absent 10% or more school days
Hispanic male students absent 10% or more school days
Hispanic female students absent 10% or more school days
White male students absent 10% or more school days
White female students absent 10% or more school days
Hawaiian male students absent 10% or more school days
Hawaiian female students absent 10% or more school days
Two or More Races male students absent 10% or more school days
Two or More Races female students absent 10% or more school days
Chronic Absenteeism – possible new data
fields for Attendance file (2016-17)
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Disabled male students absent 10% or more school days
Non-Disabled male students absent 10% or more school days
Disabled female students absent 10% or more school days
Non-Disabled female students absent 10% or more school days
Section 504 male students absent 10% or more school days
Non- Section 504 male students absent 10% or more school days
Section 504 female students absent 10% or more school days
Non- Section 504 female students absent 10% or more school days
LEP male students absent 10% or more school days
Non-LEP male students absent 10% or more school days
LEP female students absent 10% or more school days
Non-LEP female students absent 10% or more school days
Homeless male students absent 10% or more school days
Non-Homeless male students absent 10% or more school days
Homeless female students absent 10% or more school days
Non-Homeless female students absent 10% or more school days
LEAs are encouraged to respond and
provide feedback
 Obtain additional details from
http://www.regulations.gov/#!documentDetail;D=ED-2015ICCD-0090-0001
 Select “Open Docket Folder”
 Scroll down to “Supporting Statements” and "Forms and
Instructions" (for Appendices)
 All responses are due September 8, 2015
 Submit through www.regulations.gov
Special Education End
of Year
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Data Concern
Date of Entry to Special Education field:
 Can everyone please double check the date within this field on records with a Sped Part C
Referral code of 02, 03, 04, 05, or 07?
 The majority of AUs are reporting some records that have a Date of Entry to Sped that differs
from the IEP Implementation Date. *This is incorrect
Rule to remember (not yet an error but will be eventually):
 Records in paths 2 or 3 that have a Date IEP Implemented should contain that exact same
date in the Date of Entry to Special Education field.
 Indicates the date the student started receiving services in your AU.
 There is currently not an error that prevents this from happening. Therefore, we need everyone
to check their records to make sure these dates are matching up.
 Records with a Sped Part C Referral 06 should use the first day of school or collection
period as the Date of Entry to Sped, and any path 2 or 3 records should use the Date IEP
Implemented.
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Status Updates
 Snapshot processing seems to be back to normal. Most are processing
within 30 minutes or less.
 Web Services - File transfer from Enrich to Data Pipeline is currently
down.
 We expect to have this fixed early next week
 Workaround is to save your files from Enrich to your computer and upload them
manually to Pipeline
 Warning SY251: this is triggering on too many records- students that
came into the reporting period over 3 years old. Bug in the works.
 Should only trigger on records the were between 2.5 and 3.0 at any time during the
reporting period that had a Sped Part C Referral of 01, 03, or 05
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Batch Maintenance
 Remember to always verify successful file upload under
this screen before creating a snapshot!
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Upcoming Due Dates
Tuesday September 8
Tuesday September 15
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Last date to send in Exceptions
All errors resolved – IEP Interchange
and Sped EOY Snapshot errors
Upcoming Webinars
 Sped EOY Reports Training Webinar:
 Tuesday September 8 from 10:30 – 12:00
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Special Education Discipline
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Defects
Business Rule Related Issues
 Student attending a program who doesn’t have a record in
the school association file – system needs to reference the
child file
 Issue when Incident Occurred in the Previous Data Collection
looking at 13-14 School Association file
Repor ts
 Cer tification Statement Changes
 Year to Year Repor t – 13-14 data issues relative to 1 day
 Year to Year changes
 Flag A changed % from 10-20%
 Detail Repor ts – number of days removed aren’t calculating
correctly
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Report Training
Upcoming Report Trainings
 08/11/2015 11-12
Adobe Connect web address:
http://connect.enetcolorado.org/data_ser vices/
Call-in number : 1-866-764-6750 (you may need to call in to
hear the presentation)
The contents covered in 8/4 will be repeated on 8/11 .
Link to the Discipline Report Webinars - Trainings
http://www.cde.state.co.us/datapipeline/snap_sped discipline
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Data Validity Checks
The data team has started identifying some
possible data reporting issues and will be
communicating them out to the field.
Some of the issues we’re looking into include:
 Consistency reporting expulsions between EOY and
Discipline
 Suspensions greater than 25 days
 Expulsions without services
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Data Reporting Issues
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Records in Incident but not in Action – URGENT
 Add records in Action matching up the Incident Identifier
 Records in Action but not in Incident
 Add records in Incident matching up the Incident Identifier
 Incident and School Comparison Report
 Work with district respondent to report consistent dates and
school codes in discipline and school association
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Data not uploaded in the Student Interchanges
 Snapshot errors due to records of students included in the
discipline interchanges but not included in the student
interchanges
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Deadline Today
August 6 – Date by which 90% of your total records must be
passed Special Education Discipline Snapshot Validations.
Be sure to clean up any outstanding data reporting issues
identified by this date.
Please do NOT submit data to CDE or send in any reports
until August 26 th when the collection closes bearing all
defects have been resolved. Thank you
http://www.cde.state.co.us/datapipeline/speddisciplinetimeli
nedistrictreference
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Questions
If you have ANY questions about the Special Education Discipline Data Collection please
feel free to contact us. We are just a phone call away!
Kristi Gleason 303-866-4620 [email protected] Data Custodian
Lindsey Heitman 303-866-5759 [email protected]
Please include the following team members in your email communications
[email protected]; [email protected]
In the subject line of the email if you would please include the following information:
District number
Administrative Unit number
Subject of the email along with any business rules or name of a report if
applicable.
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Town Hall Summer Calendar
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Summer Schedule
 August
 Town Hall will be held every other week:
 August 20 and 27 (No Town Hall on August 13)
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Thanks for your participation!
ZZZZZZZZZ
The Dog Days of Summer
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Next Town Hall:
Thursday, August 20th, 2015
9 a.m.-10 a.m.