Transcript Document
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January 23rd, 2014 Town Hall
Welcome!
We will begin the webinar shortly.
Dial in number is 1-866-764-6750 Please use *# to mute your phone. You can unmute your phone using *#.
Support at: [email protected]
Goal: Provide a weekly forum to answer LEA questions on Data Pipeline and inform LEA’s on any upcoming news and updates.
Webinar Etiquette
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Mute Your Phone (*# Mutes and Un-mutes Individual Phones) 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
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Introductions
CDE Staff Introductions
Agenda
Data Pipeline Statistics
HQ Online System - Jennifer
HR December - Annette
Special Education December – Kristi/Lindsey
Posting of End of Year Data
Cognos – Jan/Kevin
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Data Pipeline Statistics
6 Collection STD STF TI1 SPE TSL DIS
Interchanges
Name Student Interchange Staff Interchange Title I Interchange SPED IEP Interchange Teacher Student Interchange Discipline Interchange January 16th LEAs with Respondents 196 223 144 79 98 75 January 16th Number of Respondents 483 477 283 174 183 140 LEAs submitting Files 185 154 97 61 5 1
Collection OCT SEY DEC SPI EOY HRD
Snapshot
Name October Count Student End of Year SPED December Count SPED Discipline SPED End of Year HR December January 16 th LEAs with Respondents 200 16 79 65 70 201 January 16 th Number of Respondents 503 31 149 128 155 376 LEAs submitting Files 185 0 60 0 2 79
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Collection DIR RTS EDS
Year Round Collections
Name Directory RITS Batch File Upload EDIS Batch File upload January 8 th LEAs with Respondents 193 174 180 January 8 th Number of Respondents 336 371 342 LEAs submitting Files -
Collection ACT ACC TCP RCM FIN 11G RED
Periodic Collections
Name ACT SBD Collection Access SBD Collection TCAP SBD Collection Report Card March Finance December 11 th Grade Assessment READ Collection January 16 th LEAs with Respondents 158 151 160 146 204 147 128 January 16 th Number of Respondents 269 264 279 232 353 271 229 LEAs submitting Files 0 0 0 0 189 0 0
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Collection RITS EDIS HQOS SSCC
Non-Pipeline Related Collections
Name RITS Web EDIS Web HQ Online Statewide Course Codes December 16 LEAs with Respondents 212 206 December 16 Number of Respondents 945 534 LEAs submitting Files 0 0 0 0
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Reminder to LAMs
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Managing Users
Please make sure that you go through your district users and disable those that are no longer in the district or have no need to access the data anymore.
Highly Qualified Online System (HQOS)
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HQOS Bugs
Current Status
HQOS Bugs Recently Fixed
‘no broken rules found’
Resulting absence of plan boxes, HOUSSE rubrics, and ‘Save’ buttons
Elementary Ed PLACE/PRAXIS II tests in CDE database not being recognized for 202s w/ teaching subject area code of 1700 in grades K-5
Non-HQ teachers not populating into HQOS
Data from old snapshots being cached, resulting in HQ teachers populating in HQOS
Page Navigation fixed
Current HQOS Bugs
Record navigation will not go beyond Page 1
1 st 25 records just keep repopulating Currently being investigated When fixed, a new snapshot should not be necessary
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What do I do now?
Resolving Records Affected by Prior Bugs
Cleaning Up HQOS Records
To clean up records affected by the recently fixed bugs, you must resubmit the snapshot
‘no broken rules found’ should now be gone and a valid reason for non-HQ status should be visible in red font directly below the profile Plan boxes, HOUSSE rubrics, and ‘Save’ buttons should then be available in the appropriate records Elem. 202s with 1700 teaching subject area and passing PLACE/PRAXIS score should no longer be in HQOS
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HQOS Reminders
If a teacher has passed a PRAXIS II content test, but the score is not in the CDE database, please do both of the following:
Have the teacher contact ETS to request CDE be added as a score recipient Send a copy of the score report to Jennifer Phillips ( [email protected]
) to expedite the verification of HQ status for the current year’s collection
Plans to get the teacher Highly Qualified must be entered in the purple plan box, not the message board, for official approval.
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HQOS Reminders, Cont.
If you have the dual role, and only see 201s in HQOS, make sure you are logged in as the AU and not the district
You should get a pop-up with two options when you log-in If your dual role access is not functioning properly, send an e-mail to [email protected]
Special Education complete by end of week
Plans entered or Resolved
Staff Interchange
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Staff Interchange: Defect Status
ST065 – Grant Codes list has been updated so these should be resolved when you resubmit. List was not complete, continuing to work on this issue
ST093 – Years of teaching Experience Out of State <= Year of Education Experience Out of State. Should be working, however I have not yet tested in production to verify.
ST139 – Teaching Subject Area 0015 only use for 6 th , 7 th and 8 th teachers. This is being corrected still grade
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Human Resources
Timeline – DUE March 14 th 2014
Please plan accordingly to meet this deadline, including having all HQ errors resolved by this date
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Human Resources: Defect Status
HR098 – HQ edit has been updated. Testing to ensure fully accurate still.
Excluded Snapshot Records Report not accurate Included Snapshot Records Report not accurate HR007- will be adding the school code(s) causing the issue to help troubleshoot the error for districts.
HR59 – reviewing HQ edit for accuracy HR66- reviewing HQ edit for accuracy
Teacher Student Data Link
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Reminder: The Teacher Student Data Link is live TSDL Interchange data can be submitted at any time
Staff being reported in TSDL must already have a Staff Profile record for the reporting district Students being reported in TSDL must already have a Student record in the Student interchange for the reporting district All local course codes reported in TSDL must have already been mapped to the State Standard Course Codes
For assistance, you may contact either
Chris Vance at [email protected]
or Annette Severson at [email protected]
Special Education December
TIMELINE EXTENDED
After very thoughtful consideration it was decided that it was in the best interest of everyone to extend all upcoming Special Education December Count deadlines by one week. We did not come to this decision lightly. Each milestone builds upon one another toward ultimately meeting Federal Reporting strict deadlines and altering the carefully crafted milestones could possibly impact our ability for meeting the Federally Regulated deadlines which is not an option. I believe each and everyone of us is committed to providing timely valid reliable data and to meeting the Federal Requirements for reporting. 27
UPCOMING DEADLINES
Friday, January 22, 2014
Date by which you must have ALL HQ plans submitted in the HQ Online System
Wednesday, January 29, 2014
Highly Qualified errors must be addressed in the Highly Qualified Online System and satisfactorily resolved with CDE staff. Date by which you must have generated your Complete December Snapshot data set and reports by passing all Interchange and Snapshot validations in preparation for report review.
Thursday January 30 – February 5, 2014
Report Review – STAFF and STUDENT 28
Report Review Week
Thursday January 30 – February 5, 2014
Report Review – STAFF and STUDENT. This is your opportunity to review reports in detail and make any data corrections you deem necessary to make sure you are reporting valid and reliable data. NOTE: AUs please contact your District HR staff ahead of time to ensure that they set aside this window to review STAFF records. Any Student and Staff changes identified by the AU during this report review week MUST BE RESOLVED by this date. By extending the deadlines there is no wiggle room for changes after this date not related to duplicates.
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EXCEPTIONS
If you haven’t sent them in please send them no later than January 23 rd Exceptions must be reviewed to ensure they meet the criteria for bypassing a rule. While the template is new the process for review is the same.
Things to keep in mind We are limited to 200 characters for the explanation Explanation must be detailed Provide age, birth date, and grade of student
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Child and Participation Records
Please check on your end to make sure the student is reported in both the child file as well as the participation file. NOTE: Students who are not receiving services but are included in your interchange files should not have a start date. Records with start dates are included in the Special Education December Count unless they also have an exit date and coincide with the collection.
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Year to Year Check last year’s record count for staff and student to see if you are in the right ball park of numbers!
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IEP BUGS
BUG 2801 – SE259 students attending the Robert Denier Detention Center (9806) will require an exception. Working with the programmer. BUG 2646 – SE260 modification to exempt exits before 12/1 BUG 2388 – SE347 Start Date of Sped cannot be zero-filled for Student’s receiving services as indicated by the PAI Code and Funding Status codes are not zero-filled. Enhancement hopefully by EOY.
SPECIAL EDUCATION DECEMBER COUNT BUSINESS RULE BUGS
DC114-DC115 – CASELOAD MATCH.
The majority of cases why this is triggering is that the staff records have not made it to the snapshot Check the interchange error report Check the excluded report If the records are not in any of these reports check the records to make sure they meet the special education December Count criteria otherwise they won’t make it into the snapshot. A few cases are because the grade reported by the district is different than what the AU believes the grade to be. Grades come from the Student School Association File. Make sure you are checking with the district counter parts to ensure the grades reported are in sync.
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SPECIAL EDUCATION DECEMBER COUNT BUSINESS RULE BUGS DC157 FTE BUG 2509, 2636 the system was looking at the district code in both the profile and the assignment file for a match. If there was no match the system was not able to generate an FTE thereby generating the error. This was not so much an issue for districts submitting the files but presented an issue when there was only one profile record but a number of different assignment records with different districts for the same staff member. There is a fix in QA that I am currently testing and we hope to roll it out to production. BUG 2692 – Problem with DC157 firing for FTE with 1.7021 – testing in QA
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SPECIAL EDUCATION DECEMBER COUNT BUSINESS RULE BUGS BUG 2757 – Multiple instances of a SASID as Snapshot. Working with programmer on a resolution.
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WARNING
BUG 2724 – Working on a warning that would alert districts when records don’t make it into the snapshot other than they have interchange errors.
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REPORT BUGS
BUG 2763/BUG 2798 – HQ errors not populating in Special Education December Count Staff Error report and vice a versa HQ errors not populating in HQOS but are showing up in the error report. We believe this is currently working but if you have specific instances where you think it isn’t and have recently recreated a snapshot please let us know. BUG 2737 – Year to Year Race Ethnicity Report – showing the codes instead of words. Report works BUG 2691 – Flagging on Year to Year Reports is not correctly triggering when the difference is a negative. If you have + or – 10 provide an explanation BUG 2211 – Report Number of Students PPPS by Disability and Type of Service – only showing the disabilities where there is a count. Formatting issue.
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WEBINAR
Look for a Report Webinar coming to a town near you!!
Special Education Technical Assistance Helpful Hints
If you have any questions or need assistance, please email the Data Pipeline Support Team
Email:
Additionally please email the data team.
In the subject line please provide the Administrative Unit Number and the District Code if applicable as well as the subject of your email.
Please do not leave the same voice mail to more than one person or separate emails. We will respond to your inquiries as quickly as possible. Thank you 40
Contact Information
better meet and record LEA needs – New method for us to
Kristi Gleason 303-866-4620 – [email protected]
Lindsey Heitman 303-866-5759 – [email protected]
Orla Bolger 303-866-6296 – [email protected]
Kathy Baca 303-866-6989 [email protected]
Sonia Vargas 303-866-6649 – [email protected]
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11
th
Grade Alternate
Now - Jan. 27 LAM Assigns Roles to Access to 11G
Data Respondent District Assessment Coordinator
Create Snapshots Rosters Correct Errors Verify and Approve Data Submit to CDE Sign-Off Form to CDE
Verify Rosters Order and distribute test materials Verify Test Administrator Training Enter Student Scores Create reports 43
Snapshot User Roles within Data Pipeline Assigned by District LAM
LEA Viewer: able to view data. Read only access LEA User: can create and update snapshots LEA Approver: has same permissions of the LEA User role AND able to provide final sign-off of data
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Jan. 27-Jan. 31 Preliminary Snapshot
Data Respondent District Assessment Coordinator
Create Preliminary Snapshot
Correct any Errors
Verify Roster against IEP Student meets participation requirements to for alternate standards and assessment (took CoAlt)
Troubleshooting
Student name not on roster?
Check: Enrolled in 11
th
Grade
Student School Association * Correct errors on the source file
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Check: Eligible for Alternate Assessment
Student Demographics
Student Information System District reported
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Miss the Training on Jan. 8
th
?
Assessing Students with a Disability Webpage - 11th Grade Alternate
You are welcome to call or email with questions!
Linda Lamirande
Accommodations & Assessment Senior Consultant Exceptional Student Services Unit
Colorado Department of Education 303-866-6863 [email protected]
This material was developed under a grant from the Colorado Department of Education. The content does not necessarily represent the policy of the U.S. Department of Education, and you should not assume endorsement by the Federal Government.
End of Year release
2012-2013 End of Year public reports
January 23 rd
Data reports posted on education statistics web site: http://www.cde.state.co.us/cdereval
Thank you for all your time and effort
Cognos
Cognos
S l o w . . . Locks up Argh!
CDE has solicited and received outside vendor suggestions for improving Cognos performance. Recommendations implemented over the next month or so.
January 23rd Town Hall
Thanks for joining us!
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