Town Hall May 1, 2014

1. Town HallMay 1, 2014

2. Introductions

3. Webinar Etiquette • Mute Your Phone (*# Mutes and Un-mutes Individual Phones) also 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! • Enter your Name and your District when logging into the webinar (no password will be needed) • For today’s event, 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

4. Agenda Student End of Year FERPA/Privacy Directory 4 Day School Week Application Town Hall Summer Schedule Recommendations Special Education Discipline Special Education End of Year

5. Student End of Year

6. Student End of Year is open • 2013-2014 End of Year is open • Identity Management groups are available. • Acronym is SEY • Examples: • MOFFAT_2 PIPELINE-2800-SEY~LEAVIEWER Read-Only Role • SILVERTON_1 PIPELINE-2820-SEY~LEAUSER Submit and Modify Role • CENTER_26_JT PIPELINE-2810-SEY~LEAAPPROVER Approver Role • Work with your LAM to get the role assigned • Only assign one role • Role needs to be assigned by May 15th 6

7. End of Year • Student End of Year snapshot • Student Profile • Snapshot • Select Student End of Year and fill drop downs • Press the create snapshot. • Please create snapshots • All districts must create an End of Year snapshot by June 5th 7

8. End of Year – Screen Shot 8

9. End of Year resources • End of Year (EOY) website • Data pipeline site -> snapshot -> End of Year • http://www.cde.state.co.us/datapipeline/snap_eoy • Schedule posted on EOY snapshot page • Document on how to assign EOY groups posted • Document on EOY process posted • File layout and definitions are posted • Known issues are posted – updated weekly 9

10. Common defects • Please reference the known issue document • Posted on Data Pipeline -> snapshot -> End of Year website • http://www.cde.state.co.us/datapipeline/eoy-defect-report • Summary field shows status • Not working means known issue • Resolved means has been fixed • Weekly updates – every Wednesday • Check release notes in Data Pipeline 10

11. Common defects • Multiple defects in End of Year collection • Please assume the system is in error before changing data • Developers are working on resolving these issues 11

12. End of Year trainings • Email will be sent with agenda • Upcoming trainings • Tuesday, May 20th from 9:00 to 10:00 • Wednesday, May 21st from 12:00 to 1:00 • Thursday, May 29th from 3:00 to 4:00 • Focus on snapshot and End of Year questions 12

13. Maintaining Student and Educator Privacy and Data Security

14. Maintaining Student and Educator Privacy and Data Security • CDE is committed to ensuring the security and privacy of all student and educator data • CDE safeguards student data in accordance with the Family Educational Rights and Privacy Act (FERPA) • Educator data is protected by state legislation: • Section 22-2-111(3), C.R.S. • Section 22-9-109, C.R.S. • SB 191 rules (1 CCR 301-87) • CDE’s goal is to meet and exceed the requirements under FERPA 14

15. Data Transfers And Email • In order to protect student and educator privacy and ensure security, we ask that you not send personally identifiable information (PII) using email • Reason: email is not secure What is PII? Data that can potentially identify a specific individual Some examples: • Social Security number, name, home address, email address, DOB, telephone, and gender • Rather, PII information should be sent using our Secure File Transfer Protocol (SFTP) server 15

16. Secure File Transfer Protocol (SFTP) Registration • CDE’s Secure File Transfer Protocol server can be accessed at https://transfer.cde.state.co.us/bds/Login.do • Quick and easy (less than 5 minutes) registration process 16

17. Secure File Transfer Registration 17

18. Secure File Transfer Protocol Server registration • Password should contain upper case, lower case, and numbers 18

19. Secure File Transfer Protocol (SFTP) Server registration • You will then receive an “activation” email. • Press the link to activate From: notify@transfer.cde.state.co.us [Add to Address Book] To: joepiper@testthis.com Subject: CDE-Transfer account activation link Date: Apr 28, 2014 9:22 AM Dear Joe Piper, Thank you for registering for an account. To activate your account, click on the link below. https://transfer.cde.state.co.us/bds/Activate.do?uid=2118&code=33611947 If you are having problems with the link above, you can manually enter your username and activation code here: https://transfer.cde.state.co.us/bds/Activate.do Your username is: joepiper@testthis.com Your activation code is: 999999 Please note: This email was sent from an address that cannot accept incoming emails. Please do not reply to this message. 19

20. Sending and Receiving Files • If CDE needs data from you that contains PII, CDE will send you a request using the SFTP program. • You will receive an email sent through the SFTP program: you will be prompted to log into the SFTP server and attach the file there • Correspondingly, if CDE needs to send you a file containing PII, the file will be added to the SFTP server. • You will receive an email indicating this. • You can log into the SFTP server to access the file and can download it from there • Before you send a file, CDE must first initiate the request and you can reply with the attachment. Therefore, please first send an email to the collection owner letting the owner know you wish to send a file. • SFTP server emails should not be used for regular email communication; only to note sending/receiving files • Files on the SFTP server are purged after a period of time – you will receive an email regarding this 20

21. What can be sent by email? • You can send SASID or EDID without identifying PII (for instance, without full nameand DOB) • For instance, if you want to send a Cognos error report, you can send that, but first please remove name and DOB from the file • If you are unsure what you can send, please contact the collection owner first • If you inadvertently include PII in an email, the PII reference will be removed in any responses to the email 21

22. 4 Day School Week

23. 4 Day School Week 4 day school week applications opens Monday February 3rd 2014 closes Friday, May 9th 2014. Application will be for the 2014-15 school year. It is mandatory to complete the 4 day school week application if a school has less than 160 school days. Currently we have 76 Districts submitting for 4 day school week for 2014-15 by completing the application in the Directory.

24. 4 Day School Week

25. 4 Day School Week Information you need to supply and enter: Make sure you select 2014-15 school year in upper left corner. First year school/district went on 4 day school week Are all schools on 4 day school week Day of week not in session Actual number of school days scheduled Number of elementary hours scheduled (Cannot be less than 990) Number of secondary hours scheduled (Cannot be less than 1080)

26. 4 Day School Week Information you need to supply and enter: (Cont.) • Date current year calendar adopted by local school board. (can use a future date if board has not voted yet.) • Reason of school/district going on 4 day school week • If district is on turnaround or priority improvement additional documentation will need to be sent to Jhon Penn at penn_j@cde.state.co.us • Copy of respective school calendar • Building class schedules, assembly schedules, bell schedules including lunch • Professional development calendar

27. 4 Day School Week

28. 4Day School Week

29. 4 Day School Week

30. 4 Day School Week

31. Special Education Discipline

32. DISCIPLINE INTERCHANGEIDM Roles • Interchange User roles: • LEA Viewer: able to view data. Read only access • LEA User: able to upload, edit, and submit data to Interchange EXAMPLES DOUGLAS_COUNTY_RE_1 PIPELINE-0900-DIS~LEAUSER Submit and Modify Role DOUGLAS_COUNTY_RE_1 PIPELINE-0900-DIS~LEAVIEWER Read-Only Role 32

33. DISCIPLINE SNAPSHOTIDM Roles • Special Education Discipline Administrative Unit User roles: • LEAVIEWER Read – Only Role • LEAVIEWUSER – Create Snapshot, unable to Approve or submit data to CDE • LEAAPPROVER– Create Snapshot, Approve, submit Approved data to CDE (does not have to be the Special Education Director as they will still be responsible for signing reports) EXAMPLES LARIMER_R3_PARK PIPELINE-35030-SPI~LEAVIEWER Read-Only Role LARIMER_R2J_THOMPSON PIPELINE-35020-SPI~LEAUSER Submit and Modify Role LARIMER_R2J_THOMPSON PIPELINE-35020-SPI~LEAAPPROVER Approver Role 33

34. SPECIAL EDUCATION DISCIPLINE COLLECTION OPEN • As of May 1st, if you have the SPI role associated with your Administrative Unit you should be able to see the Special Education Discipline under • Discipline • Status Dashboard • Snapshot Special Education Discipline Reports for Administrative Units may be found in COGNOS under Special Education Discipline

35. BUGS DISCIPLINE INTERCHANGE 1264 Include Batch Number on Error Report 3219 Respondents with the DIS role and the SPI role can’t see discipline functions in COGNOS – programmers still looking into the issue

36. VENDORS I’ve heard from a few folks issues with IC not having the right codes. Deloitte, Lisa Bradley, Annette Severson, and myself were in communication with the vendors over a year and a half ago and discussed the interchange fields and codes. The codes for Special Education Did Not change for the most part with the exception of expulsions being an 03 across the board. Another field was created to let us know if services were or were not provided. The codes for Safety and Discipline Indicators did not change but not all codes were included. The file layouts have been available for roughly two years now with advance communication to vendors. Let us know if you have other issues with vendor systems.

37. Contact Information Kristi Gleason – Collection Coordinator 303-866-4620 Gleason_k@cde.state.co.us Additional Team Members Lindsey Heitman 303-866-5759 heitman_l@cde.state.co.us Kathy Baca 303-866-6989 baca_k@cde.state.co.us Sonia Vargas 303-866-6649 vargas_s@cde.state.co.us

38. Special Education End of Year

39. is officially OPEN On your marks--get set--go!  Don’t forget to buckle up, we will no doubt hit a few bumps along the ride. The sooner you start resolving the “working errors”, the better. -June 18thfirst deadline. I promise I will get an updated bug status list posted online, so you know which errors are working/fixed and which are not.

40. Speaking of bumps…. • The Cognos Error Detail and Summary reports not reflecting the most current file upload and snapshot. (prior batch) • So SY228, SY241, and SY242 may have gone away, it’s just that cognos is not working properly at the moment. • My SPED EOY error reports are not working right now-please let me know if any of you are not able to open them either. • Programmers trying to resolve issue (Subliminal messages) Technology is our friend. I don’t want to throw my computer out the window. Repeat. 40

41. Bug Status • SY228: (Extended School Year Services) Rule was deactivated and will remain inactive going forward. (Interchange rule SE078 will make sure the ESY field has a valid code) • SY241: Exceptions uploaded (error should go away for those not in sample list this year • SY242: Exceptions uploaded (error should go away for those not in sample list this year) • Both should resolve after you run your next snapshot (unless you ARE a part of the sample and required to submit the contact info) 41

42. Bug Status • SY057: "Date Evaluation Completed [Path 3] must be between four months prior to the current school year and the end of the current school year (Example: 03012013 - 06302014) if not zero-filled" • should be fixed-could someone please let me know if they think it is still not working correctly • SY168: "Reason for Delay in Initial Eligibility Meeting [Path 2] must be 00 if Date of Initial Eligibility Meeting is not zero-filled and calculated age is <3" • should be fixed- please let me know if not 42

43. Child File Clarification • Special Education IEP Interchange Child File Layout document updated on 4/30. Link: http://www.cde.state.co.us/datapipeline/inter_sped-iep • Changed Record Expectation to: In the Special Education Child file the LEA should submit 1 record per LEA for any student who was referred, evaluated for, and or receivedspecial education or related services at any point during the current reporting period. • Number of records should match the Sped Participation file exactly. 43

44. How to find Special Ed. documentation Data Pipeline Website home page: http://www.cde.state.co.us/datapipeline 44

45. How to find Special Ed. documentation Click Interchanges: 45

46. How to find Special Ed. documentation Data elements & definitions Template for all 3 files Click Special Education IEP: 46

47. Additional Resources Under Special Education IEP/Additional Resources 47

48. Snapshot Documentation From Data Pipeline home click Snapshots: 48

49. Special Education End Of Year Snapshot documentation Timeline Exception Instructions 49

50. Contact Information • Lindsey Heitman- Collection Coordinator • 303-866-5759 • heitman_l@cde.state.co.us • Additional Team Members: • Kristi Gleason 303-866-4620 – gleason_k@cde.state.co.us • Orla Bolger 303-866-6296 – bolger_o@cde.state.co.us • Kathy Baca 303-866-6989 - baca_k@cde.state.co.us 50