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2019 Data Submissions Boot Camp

2019 Data Submissions Boot Camp. DAY 1 – MORNING SESSION JULY 2019. Purpose of this session. To remove all intimidation and/or dread about the submissions process by: Understanding the submissions process Troubleshooting steps and best practices

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2019 Data Submissions Boot Camp

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  1. 2019 Data Submissions Boot Camp DAY 1 – MORNING SESSION JULY 2019

  2. Purpose of this session • To remove all intimidation and/or dread about the submissions process by: • Understanding the submissions process • Troubleshooting steps and best practices • Knowing your tools: collection resources • Identifying tips and tricks that will make the data submissions process more efficient

  3. Presentationcontent • Roles • Resources • Data Submission Process: • Step 1 – Collection Prep • Step 2 – Data Collection, Entry, and Initial Review • 10 minute break • Step 3 – Data Extraction and Submission • Step 4 – Troubleshoot and Resolving Errors • Step 5 – Review and Data Certification • Questions/Comments/Activity

  4. Roles

  5. Role of CSI Data Submissions Team

  6. Role of Schools

  7. Collections Timeline for SY19-20

  8. Resources

  9. Accessing the CSI Resource Site for the first time: From the CSI Home Page click the ‘Resource Site’ at the top-right of the page. CSI Data Submissions Resources Page: https://resources.csi.state.co.us/data-submissions-library/

  10. Access the Data Submissions Resource Library CSI Data Submissions Resources Page: https://resources.csi.state.co.us/data-submissions-library/

  11. CSI Data Submissions Library • Resources on 25 topics • 12 Collections • General Resources • School Data Submission Coordinator Handbook • Calendar of Collection specific dates • Troubleshooting Errors • Training modules – including converting CSV to Excel • SASID and EDID requests • Student eligibility codes • Other non-collection resources Bookmark this page! Bookmark this page! CSI Data Submissions Resources Page: https://resources.csi.state.co.us/data-submissions-library/

  12. Data Submissions General Resources The same 3General Resources are found at the top of every collection resource page. The below example is from the SPED-Discipline Resource page. CSI Data Submissions Resources Page: https://resources.csi.state.co.us/data-submissions-library/

  13. Data Submissions General Resources The same 3General Resources are found at the top of every collection resource page. The below example is from the SPED-Discipline Resource page. CSI Data Submissions Resources Page: https://resources.csi.state.co.us/data-submissions-library/

  14. Data Submissions General Resources The same 3General Resources are found at the top of every collection resource page. The below example is from the SPED-Discipline Resource page. CSI Data Submissions Resources Page: https://resources.csi.state.co.us/data-submissions-library/

  15. CSI Data Submissions Calendar • Color coded by collection • Include dates on: • Trainings • Initial Submission • Level 1 Error Clearance • Level 2 Error Clearance • Certification Due

  16. Data Submissions General Resources The same 3General Resources are found at the top of every collection resource page. The below example is from the SPED-Discipline Resource page. CSI Data Submissions Resources Page: https://resources.csi.state.co.us/data-submissions-library/

  17. CSI Troubleshooting Errors Document

  18. Collection Specific Resources • Trainings • File Layouts – CSI additions • AKA: ‘Interchange’ • Data Entry and Validation Resources section: • Validation Strategies Checklist • Crosswalks • SIS specific resources including extraction guides CSI Data Submissions Resources Page: https://resources.csi.state.co.us/data-submissions-library/

  19. Collection Specific Resources: Trainings Screenshot: HR Collection Resource Page CSI Data Submissions Resources Page: https://resources.csi.state.co.us/data-submissions-library/

  20. Collection Specific Resources: File Layouts CSI Data Submissions Resources Page: https://resources.csi.state.co.us/data-submissions-library/

  21. Collection Specific Resources: Data Validation CSI Data Submissions Resources Page: https://resources.csi.state.co.us/data-submissions-library/

  22. Collection Specific Resources: Data Validation CSI Data Submissions Resources Page: https://resources.csi.state.co.us/data-submissions-library/

  23. Collection Specific Resources: Data Validation CSI Data Submissions Resources Page: https://resources.csi.state.co.us/data-submissions-library/

  24. Collection Specific Resources: SIS Resources & Extraction CSI Data Submissions Resources Page: https://resources.csi.state.co.us/data-submissions-library/

  25. Weekly Progress Emails

  26. REMEMBER: Resources are the strongest tools you have access to. Use them frequently.

  27. The Data Submissions Process

  28. The Data Submissions Process To Access Handbook: https://resources.csi.state.co.us/2018-19-data-submissions-handbook/

  29. Step 1: Collection Prep Trainings, File Layouts, Data Validations, and SIS Audits

  30. Step 1: Collection Prep - Trainings

  31. Step 1: Collection Prep –File Layout(s) • VERY strong collect prep and error clearance tool • Data definitions • Data format • Length and expectations • Valid codes per field and code definitions

  32. Step 1: Collection Prep – Data Validation SPED-Discipline Validation HR Collection Validation October Count Validation

  33. Step 1: Collection Prep – SIS Audits

  34. Step 2: Data Collection, Entry, and Data Update

  35. Step 2: Data Collection - SASID and EDID Attainment/Update Process SASID = State Assigned Student Identifier EDID=Educator Identifier CSI SASID and EDID Page: https://resources.csi.state.co.us/sasid-edid-requests/

  36. Step 2: Data Collection - SASID and EDID Attainment/Update Process CSI SASID and EDID Page: https://resources.csi.state.co.us/sasid-edid-requests/

  37. Step 2: Data Collection - SASID and EDID Attainment/Update Process CSI SASID and EDID Page: https://resources.csi.state.co.us/sasid-edid-requests/

  38. Step 2: Data Collection - SASID and EDID Attainment/Update Process CSI SASID and EDID Page: https://resources.csi.state.co.us/sasid-edid-requests/

  39. Step 2: Data Collection - SASID and EDID Attainment/Update Process Jessica NMN 02/13/2005 1111111111 100 800101234 CSI DEMO ONLY CSI SASID and EDID Page: https://resources.csi.state.co.us/sasid-edid-requests/

  40. Save blank template to your desktop or hard drive! NMN=‘no middle name’ CSI SASID and EDID Page: https://resources.csi.state.co.us/sasid-edid-requests/

  41. Step 2: Data Collection - SASID and EDID Attainment/Update Process New Requests: [code]_[initials]_SASID_requests_[mmddyyyy] SASID Results: [code]_[initials]_SASID_RESULTS_[mmddyyyy] Edit Request: [code]_[initials]_SASID_update_[mmddyyyy] CSI SASID and EDID Page: https://resources.csi.state.co.us/sasid-edid-requests/

  42. Step 2: Data Entry Data entry is all about data integrity. So, what is data integrity?

  43. Step 2: Data Entry & Data Integrity • Consistent data entry: • Data Entry Plan • Who • How often • Process & procedures • Accuracy: • Data is true to life • Follow-up on unknowns • Data validation: • Data Validation Strategies Checklist • File Layouts • Complete data entry process: • IEPs • Complete dates • Grades • Disciplines • Verification: • Make changes in SIS only

  44. Step 2: Data Entry • Consistent data entry: • Data Entry Plan • Who • How often • Process & procedures • Complete data entry process: • IEPs • Complete dates • Grades • Disciplines • Accuracy: • Follow-up on unknowns • Data is true to life • Crosswalk documentation • SIS Resources

  45. Step 2: Data Review & Update

  46. Step 3: File Extraction and Submission to CSI

  47. SIS State Reporting Files - PowerSchool All State Reports Student Interchange • See PowerSchool Help Resources at (login not required) • https://docs.powerschool.com/USACO/colorado-reports-in-powerschool

  48. SIS State Reporting Files – Infinite Campus Student Interchange All IC State Reports See IC Help Resources at “Student Interchange (Colorado)”

  49. Opening CSV as XLS • Extract all files using the “Save As” option rather than opening and saving, which could lead to a loss of leading zeros. • 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

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