Special Education “Huddle”

1. Special Education “Huddle” July 22, 2014

2. July 22nd, 2014Special Education “Huddle” Good Morning and Welcome! We will begin the Huddle shortly. • Dial in number is 1-866-764-6750 • URL http://connect.enetcolorado.org/data_services/ • Goal: Provide a weekly forum to answer LEA questions on Special Education Data Reporting. • Support at: datapipeline.support@cde.state.co.us

3. 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

4. AGENDA Special Education EOY and Discipline • Status Update • Uploading straight to the Data Pipeline • Survey • Q&A

5. Discipline Update 5 The updated status of Discipline and Special Education Discipline Defects may be found on the Data Pipeline Website at the following address http://www.cde.state.co.us/sites/default/files/Special%20Education%20Discipline%20Defects.pdf

6. Bugs • 1190 Blank data populated in snapshot • No development activity • 1232 Validity check to ensure Incident Identifier is in both discipline interchanges • No development activity • 1264 Add Batch number to reports • Development in the process of adding batch number to reports • 3280 Incident Identifier must be unique • Waiting for Development to activate the rule in production • 3289 Age for Developmental Delay up through age 8 • Resolved – in production 6

7. Bugs • 3306 Enhancements to Excluded records report • Working with developers to enhance the report to be clearer on where errors are generated from • 3307 Add the ability for the SPI role to see the district status dashboard • No activity • 3308 Allow incidences from July 1st, 2012 through June 30, 2014 • Resolved – in production • 3369 AU 30011 receiving RQP-DEF-0177 • Checking with AU 7

8. Bugs • 3419 2012-2013 Data is not showing up in the Year to Year Report • Resolution in process • 3497 Special Education Discipline Snapshot Email not showing consistent number of records between interchange and snapshot • Development looking into the inconsistencies • 3504 Indicator 4 Report • Incident Identifier MUST be unique • 3359 AU 64123 unable to see district 1340 data • Development looking into the issue 8

9. Bugs • 3561 District 0910 unable to load discipline files • Resolved • 3581 CSDB unable to perform Collection specific functions • Interchange Data not making it into Cognos reports. Development looking into this urgent matter • 3585 AU 30011 error creating/updating snapshot • Checking with the AU to see if they are still receiving this error 9

10. SPECIAL EDUCATION DISCIPLINE DEADLINES • Thursday, May 29, 2014 • Date by which the following interchange files must be submitted by districts • Discipline Incident, Discipline Action, Student Demographics, Student School Association, Special Education IEP Participation • Thursday, June 5, 2014 • Date by which you must generate your first Special Education Discipline Snapshot in the Data Pipeline • Thursday, June 26, 2014 • Date by which 90% of your total record count must be passed Discipline Incident and Action Interchange validations • Thursday, August 7, 2014 • Date by which 90% of your total record must be passed Special Education Discipline Snapshot Validations. 10

11. Special Education End of Year

12. Upload to Data Pipeline • New option to upload your files straight to the Data Pipeline. • File Upload • Batch Maintenance • Validation • Format Checker • *We have to change everyone from a SPE LEAViewer to an SPE LEAUser. We’ll let you know when it’s ready. 12

13. SPED EOY 2nd Deadline 2nddeadline Thursday Aug. 14: • Date by which 50% of your total record count must be passed Special Education EOY Snapshot validations (level 2 edits). ***Final Deadline: Thursday October 9th, 2014 13

14. When to Report Path 1, 2, & 3 Path 1: Report students in school year in which EVALUATION took place. Path 2 & 3: Report students in school year in which IEP was IMPLEMENTED only. 14

15. Student Parent Association File *Only applicable to those AUs part of the sample this year: Primary Contact Status field: at least one parent record should have a Primary Contact Status of 1. Otherwise, you will see error SY241 if you’re part of the sample. Adult Contact ID: Can be zero-filled. Going away after this year. Only fields on the file that can be left blank are Secondary Phone and Email. If any other fields are blank, error SY241 will trigger.

16. SY245 and SY246 • Student that has died during the collection: • Basis of exit= 02 • No student or parent contact info needed in this case • If you do provide it, you should receive errors SY245 and SY246. • SY245: If a student exited due to death Adult Contact Info fields must be blank. • SY246: If a student exited due to death Student Contact Info fields must be blank. • Please note that Student contact information fields pull primarily from the Student Interchange files, so district respondent will need to blank the fields on their Student file.

17. SPED EOY Bug Status Cognos Report Issue: Bug 3614: Excluded Snapshot Records report showing invalid error list from Parent file. Exceptions: Bug 3549: increase character length in Explanation field (from 200 to 400). Will get moved later today and then the outstanding exceptions should get loaded. 17

18. SPED EOY Snapshot • Data is pulled from the following Interchanges: • Special Education IEP Interchange • Student Interchange • Specific Files within the Interchanges: • Special Education Child File • Special Education Participation File • Special Education Student Parent Association File • Student (demographics) File: Only SASID, LASID, Student’s First Name, Student’s Middle Name, Student’s Last Name, Gender, Date of Birth, All Student Contact Information fields (if required), Ethnicity, Race come from this file • Student School Association File: Only grade level comes from this file 18

19. Discrepancy Report: Student in the IEP Interchange and not in Student Interchange This report lists students submitted in the IEP Interchange, but not in the Student Interchange. Note: Any students not associated with schools (Part C, Facility) will only be submitted through the IEP Interchange. 19

20. Discrepancy Report: Special Education IEP and Student Profile Comparison Report This report lists student records that have differing demographic data between the Student Interchange and IEP Interchange. (i.e. Primary Disability, last name, grade level) Should help to ensure the district and AU are reporting the same demographic information. 20

21. Q&A Open Forum to ask questions. 21

22. Thank you for joining us today!