End of Year (EOY) Training Module 2 – File Extraction and Submission (New Submissions Staff)

1. End of Year (EOY)TrainingModule 2 – File Extraction and Submission(New Submissions Staff) 2017-2018

2. Agenda – Module 2 Your Presenter Ryan Hartung- ryanhartung@csi.state.co.us 303-866-6973 • End of Year File Submissions Overview • Interchange Files File Layouts and Definitions • Student Demographic • Student School Association • Advanced Course Completion • Title I • Extracting Files • File Sharing/Submitting to CSI • Timelines and Deadlines

3. Data Submissions in 4 Steps Data Collection/Entry (Module 1) Submission to CSI (Module 2) Error Resolution (Module 3) Data Review (Module 4)

4. End of Year File Overview A look at each interchange file: SD, SSA, ACC, Title I

5. EOY Files To create the EOY snapshot, each school will be submitting some (or all) of the following interchange files, which are extracted from their SIS: • Student Demographic (SD) • Student School Association (SSA) • Title I* • Advanced Course Completion (ACC)* *Only submitted by schools that have either AP Courses, Postsecondary Programs or are CSI Designated Title I Targeted Assistance Schools.

6. Graphic illustrating how interchange files from each school combine into a EOY snapshot for CSI SD Interchange SSA Interchange A SD Interchange CSI EOY Snapshot SSA Interchange B ACC Interchange SD Interchange SSA Enrollment Interchange C Title I Interchange

7. Student Demographic (SD) File - Key Attributes – 17-18 Changes

8. Student Demographic (SD) File • The SD interchange file contains in depth demographic information about each student at a school for the current school year. • Limited to one record per student, per school. • Supplies the information about who a student is. • This file is also submitted for the October Count Collection • 17-18 SD File Layout and Definition Document (CSI) http://www.csi.state.co.us/UserFiles/Servers/Server_2345071/File/Submissions/17-18/EOY/2017-2018%20Student%20Demographic%20File%20-%20CSI%20Additions.pdf

9. Student Demographic File Changes • Removed Fields: • Migrant • Bilingual • ESL Status • Added Fields: • Military Connected Students • Language Instruction Program(LIP) • Code or Definition Changes: • Postsecondary Enrollment • Language Proficiency

10. Student Demographic Fields CDE highlights new content in yellow and items removed are in red strikethrough.

11. Student School Association (SSA) File-Key Attributes -17-18 Changes

12. Student School Association (SSA) File • The SSA interchange file contains school specific information about each student for the current school year for funding and accountability purposes. • Can be more than one record per student, per school. • Must be a corresponding record in the SD file. • Supplies the information about what a student is doing. • This file is also submitted for the October Count Collection • 17-18 SSA File Layout and Definition Document (CSI) http://www.csi.state.co.us/UserFiles/Servers/Server_2345071/File/Submissions/17-18/EOY/2017-2018%20Student%20School%20Association%20File%20-%20CSI%20Additions.pdf

13. Student School Association File Changes • Removed Fields • Gifted and Talented • Continuous in District • Continuous in School • Contract Third Party Educator/Program • New Field • Non-School Program • Code/Definition Changes • Retention • Public School Finance Status

14. Student School Association Fields CDE highlights new content in yellow and items removed are in red strikethrough.

15. SSA File: Entry/Exit Overview Tells when and how a student entered a school Tells when and how a student exited a school Importance at the state level—to see a full history of each student’s education for the year. Removed entry or exit codes in file layout for 17-18 • 12 – Transfer to/from a detention center within district • 20 – Transfer to/from a facility administered by the district

16. SSA File: Entry/Exit – Example • Student returns from prior year (SY 16-17) • Use 17-18 Entry Type = 02 (Continuous in same school) • Student transfers to another district during SY 17-18 (up to 3 weeks before the end of school) • Use 17-18 Exit Type = 13 (Transfer to another district) • Later in the SY 17-18, student returns • Use 17-18 Entry Type (second record) = 13 (Transfer from another district)

17. Exit Codes For transfers between CSI schools

18. CDE highlights new content in yellow and items removed are in red strikethrough. Exit Codes For transfers to other Colorado school districts

19. Retention Codes Overview Note that Retention Codes refer to the upcoming school year (SY 18-19), NOT this current school year (SY 17-18) Example: If a 5thgrade student this year (17-18) is going to repeat 5th grade next year (18-19), then use retention code = 1 SIS EOY PREP: Check your SIS for any students with retention code = 1 in case retention data was inadvertently rolled over from the prior year!

20. Advanced Course Completion (ACC) File

21. Advanced Course Completion (ACC) File • This file should only be submitted by schools that have AP courses OR have postsecondary programs/agreement with higher education institutions. • The file should only contain students who are enrolled in a postsecondary program or taking AP courses during the 17-18 school year. • CSI will be checking to see which schools should be reporting an ACC file, but if you know your school fits the criteria above, then you should upload a file to FZ now and notify CSI. CSI will extract file for any CSI Hosted PS schools. 17-18 ACC Data Layout and Definition Document (CSI) http://www.csi.state.co.us/UserFiles/Servers/Server_2345071/File/Submissions/17-18/EOY/2017-2018%20Student%20School%20Association%20File%20-%20CSI%20Additions.pdf

22. ACC file Layout Schools submitting ACC file should be sure to review “Record Expectation” section in file layout.

23. Summary of ACC Fields General info Advanced Placement Courses Report AP course(s) completed by the student at any point in the 17-18 school year Postsecondary Program & Institution Info Report program(s) & institution(s) for students who earned credit at postsecondary institutions that will go toward high school graduation as well as a postsecondary degree or certificate. Only submitted by schools that have AP courses or postsecondary programs

24. Postsecondary Program Codes Only submitted by schools that have AP courses or postsecondary programs • Reporting schools should review the “Postsecondary Program” section of the ACC File Layout and Definitions document (pg. 5) • Report the type of postsecondary program a student participated in for each semester and regardless of if tuition is paid • Postsecondary program types have very specific definitions and include: • ASCENT • Concurrent Enrollment • Early College • Dropout Recovery at Community College • Carry Forward ASCENT – Full Time • Carry Forward ASCENT – Part Time • P-Tech Years 1-4 • P-Tech Years 5-6

25. Postsecondary Institution Codes Only submitted by schools that have AP courses or postsecondary programs Schools must report the four-digit code of the eligible institution of higher education where the student is receiving education services during first and/or second semester. To find a list of institution codes, please refer to the "Higher Education Institution Codes" worksheet posted at http://www.cde.state.co.us/datapipeline/org_orgcodes.

26. Title I File

27. Title I File This file is only submitted by CSI designated Targeted Assistance schools. Schools required to submit a Title I file for 17-18: These schools also submitted Title I Files for October Count Schools should begin submitting a file to FZ now and notify CSI to upload the file. 17-18 Title I Data Layout and Definition Document (CSI) http://www.csi.state.co.us/UserFiles/Servers/Server_2345071/File/Submissions/17-18/EOY/2017-2018%20Title%20I%20File%20-%20CSI%20Additions.pdf

28. Title I File Layout Data Fields Only submitted by CSI designated Targeted Assistance schools The Title I Interchange file represents students who have received, or will receive, Title I Targeted Assistance funding at any time during the academic year and the specific Title I service(s) received (e.g., Reading, Math).

29. Extracting Files

30. Extracting Interchange Files from your SIS Each SIS has a process (and resources!) for extracting the interchange files (SSA, SD, ACC, Title I) Do NOT open the CSV file directly (use save option when extracting)– follow instructions for converting your CSV file to an Excel (XLS, XLSX) file PowerSchool: See PowerSchool Help Resources at (login not required) • https://docs.powerschool.com/USACO/colorado-reports-in-powerschool Infinite Campus: See IC Help Resources at “Student Interchange (Colorado)”

31. Extracting Interchange Files from PowerSchool PowerSchool Help for EOY

32. Extracting Interchange Files from PowerSchool PowerSchool Interface – Extracting EOY Files

33. Extracting Interchange Files from Infinite Campus Infinite Campus Help for EOY

34. Extracting Interchange Files from Infinite Campus Infinite Campus

35. File Sharing/Submitting to CSI

36. Sending Files for Submittal to CSI • CSI Hosted PowerSchool Schools (17-18 Last Year): • Send email to submissions_CSI@csi.state.co.us indicating you would like CSI to pull a file for submission • Schools on Own SIS: • Use FileZilla to submit file for submission • Send submissions_CSI@csi.state.co.us an email indicating that you have loaded documentation into the FTP Don’t email files to CSI that have personally identifiable data such as student data! They must be uploaded to FileZilla.

37. Naming the Files Please note you need to name the file as an interchange and a date so we can track we have the most up to date data pull. File Names Examples: School Code, School name/abbreviation, interchange type, and date • Student demographic Interchange file for Pikes Peak Prep • 8929PPPSD02102018 • School student interchange file for Global Village Colorado Springs • 3326GVACSSSA02102018 • ACC file for Pikes Peak Prep • 8929PPPACC02102018 • Title I file for Colorado Military Academy • 1505CMATitleI02102018

38. File share side with CSI (remote site) Your Computer (local site) You need to find the correct file located in the correct folder on both sides and then drag and drop or double click (you can also click and drag to Windows Explorer)

39. FileZilla School Folders CSI will add error reports based on uploaded data Schools upload SD, SSA, ACC, Title I files here CSI will run a report for “No Show” students (in previous year EOY as returning, but not in current EOY) Initial and Final Summary Certifications will be placed in this folder

40. Timeline and Deadlines

41. CSI Submission Timeline • February 14, 2018 -- Initial End of Year Submissions Due*** • June 13, 2018 -- All Level 1 (Interchange) Errors Must be Cleared • Schools are encouraged to continue working through any errors now  • July 12, 2018--All Level 2 (Snapshot) Errors Must be Cleared • Schools should resubmit their interchange files after the last day of school to make sure all information (ex: graduation, exit dates, retention) are up to date • After schools submit last day of school files and errors are cleared, CSI will begin uploading Initial summary/certification reports to FileZilla. • August 22, 2018 – Initial Signed Certifications Due to CSI • September 1, 2018—Follow up on remaining no shows • Schools should identify any students that had ’00’ exit code in 17-18 that didn’t return for 18-19 and contact those families to find out where the student ended up enrolling as that data is required to be included in the 18-19 EOY collection. • November 2, 2018—Final Signed Certifications Due to CSI • *** - Note: Schools do not have to wait until the Initial Submissions date to provide CSI with files. This can be done as soon as you would like.

42. Thank you for reviewing this module! Module 2 has now been completed. Please review Module 3 (available soon) when ready to review error reports, resolve errors, and make other necessary changes. Contact for EOY Questions: Submissions Inbox Submissions_CSI@csi.state.co.us