Town Hall May 1, 2014

Town HallMay 1, 2014

Introductions

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

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

Agenda

Student End of Year

2013-2014 End of Year is open Identity Management groups are available.

Acronym is SEYExamples:

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 assignedOnly assign one roleRole needs to be assigned by May 15th

Student End of Year is open

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Student End of Year snapshotStudent Profile

Snapshot Select Student End of Year and fill drop downsPress the create snapshot.

Please create snapshots

All districts must create an End of Year snapshot by June 5th

End of Year

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End of Year – Screen Shot

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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 pageDocument on how to assign EOY groups postedDocument on EOY process postedFile layout and definitions are postedKnown issues are posted – updated weekly

End of Year resources

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Please reference the known issue documentPosted on Data Pipeline -> snapshot -> End of Year websitehttp://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 WednesdayCheck release notes in Data Pipeline

Common defects

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Multiple defects in End of Year collection

Please assume the system is in error before changing data

Developers are working on resolving these issues

Common defects

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Email will be sent with agenda

Upcoming trainings Tuesday, May 20th from 9:00 to 10:00Wednesday, 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

End of Year trainings

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Maintaining Student and Educator Privacy and Data

Security

Maintaining Student and Educator Privacy and Data Security

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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

Data Transfers And Email

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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

Secure File Transfer Protocol (SFTP) Registration

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• 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

Secure File Transfer Registration

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Secure File Transfer Protocol Server registration

• Password should contain upper case, lower case, and numbers

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From: [email protected] [Add to Address Book] To: [email protected] Subject: CDE-Transfer account activation linkDate: Apr 28, 2014 9:22 AMDear 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: [email protected] 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.

Secure File Transfer Protocol (SFTP) Server registration

• You will then receive an “activation” email.• Press the link to activate

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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

Sending and Receiving Files

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You can send SASID or EDID without identifying PII (for instance, without full name and 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

What can be sent by email?

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.

4 Day School Week

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)

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 [email protected] of respective school calendarBuilding class schedules, assembly schedules, bell schedules

including lunchProfessional development calendar

4 Day School Week

0050 BENNETT 29J

0110 SANGRE DE CRISTO RE-22J

0170 DEER TRAIL 26J

0230 WALSH RE-1

0250 SPRINGFIELD RE-4

0260 VILAS RE-5

0270 CAMPO RE-6

0290 LAS ANIMAS RE-1

0310 MC CLAVE RE-2

0500 SALIDA R-32

0560 SANFORD 6J

0740 SIERRA GRANDE R-30

0770 CROWLEY COUNTY RE-1-J

0860 CUSTER COUNTY SCHOOL DISTRICT C-1

0890 DOLORES COUNTY RE NO.2

0930 KIOWA C-2

0940 BIG SANDY 100J

0950 ELBERT 200

0960 AGATE 300

0970 CALHAN RJ-1

4 Day School Week

1050 ELLICOTT 22

1060 PEYTON 23 JT

1070 HANOVER 28

1120 EDISON 54 JT

1160 COTOPAXI RE-3

1195 GARFIELD RE-2

1220 GARFIELD 16

1330 GILPIN COUNTY RE-1

1340 WEST GRAND 1-JT.

1350 EAST GRAND 2

1380 HINSDALE COUNTY RE 1

1400 LA VETA RE-2

1410 NORTH PARK R-1

1420 JEFFERSON COUNTY R-1

1430 EADS RE-1

1440 PLAINVIEW RE-2

1460 HI-PLAINS R-23

1590 PRIMERO REORGANIZED 2

1600 HOEHNE REORGANIZED 3

1620 AGUILAR REORGANIZED 6

4Day School Week

1750 BRANSON REORGANIZED 82

1760 KIM REORGANIZED 88

1780 GENOA-HUGO C113

1790 LIMON RE-4J

1850 FRENCHMAN RE-3

1990 PLATEAU VALLEY 50

2000 MESA COUNTY VALLEY 51

2010 CREEDE SCHOOL DISTRICT

2190 WEST END RE-2

2505 WELDON VALLEY RE-20(J)

2535 MANZANOLA 3J

2560 CHERAW 31

2610 PARK COUNTY RE-2

2660 LAMAR RE-2

2670 HOLLY RE-3

2680 WILEY RE-13 JT

2700 PUEBLO COUNTY 70

2720 RANGELY RE-4

2730 DEL NORTE C-7

2740 MONTE VISTA C-8

4 Day School Week

2790 MOUNTAIN VALLEY RE 1

2800 MOFFAT 2

2865 PLATTE VALLEY RE-3

3010 CRIPPLE CREEK-VICTOR RE-1

3050 OTIS R-3

3060 LONE STAR 101

3070 WOODLIN R-104

3090 KEENESBURG RE-3(J)

3120 GREELEY 6

3146 BRIGGSDALE RE-10

3147 PRAIRIE RE-11

3148 PAWNEE RE-12

3230 LIBERTY J-4

8001 CHARTER SCHOOL INSTITUTE

9030 MOUNTAIN BOCES

4 Day School Week

Special Education Discipline

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

DISCIPLINE INTERCHANGEIDM Roles

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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)

EXAMPLESLARIMER_R3_PARK PIPELINE-35030-SPI~LEAVIEWER Read-Only RoleLARIMER_R2J_THOMPSON PIPELINE-35020-SPI~LEAUSER Submit and Modify RoleLARIMER_R2J_THOMPSON PIPELINE-35020-SPI~LEAAPPROVER Approver Role

DISCIPLINE SNAPSHOTIDM Roles

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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

SPECIAL EDUCATION DISCIPLINE COLLECTION OPEN

DISCIPLINE INTERCHANGE1264 Include Batch Number on Error Report3219 Respondents with the DIS role and the SPI

role can’t see discipline functions in COGNOS – programmers still looking into the issue

BUGS

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.

VENDORS

Kristi Gleason – Collection Coordinator 303-866-4620 [email protected]

Additional Team MembersLindsey Heitman 303-866-5759 [email protected] Kathy Baca 303-866-6989 [email protected] Sonia Vargas 303-866-6649 [email protected]

Contact Information

Special Education End of Year

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 18th first 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.

is offi cially OPEN

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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.

Speaking of bumps….

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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)

Bug Status

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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

Bug Status

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Special Education IEP Interchange Child File Layout document updated on 4/30.

Link: http://www.cde.state.co.us/datapipeline/inter_sped-iepChanged 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 received special education or related services at any point during the current reporting period.

Number of records should match the Sped Participation file exactly.

Child File Clarification

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Data Pipeline Website home page: http://www.cde.state.co.us/datapipeline

How to find Special Ed. documentation

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Click Interchanges:

How to find Special Ed. documentation

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Click Special Education IEP:

How to find Special Ed. documentation

Data elements & definitions

Template for all 3 files

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Additional Resources

Under Special Education IEP/Additional Resources

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From Data Pipeline home click Snapshots:

Snapshot Documentation

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Special Education End Of Year Snapshot documentation

Timeline

Exception Instructions

Lindsey Heitman- Collection Coordinator 303-866-5759 [email protected]

Additional Team Members:Kristi Gleason 303-866-4620 – [email protected] Bolger 303-866-6296 – [email protected] Baca 303-866-6989 - [email protected]

Contact Information

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Next Town HallMay 8, 2014

Thank you for joining us today.