1. Data Pipeline Town Hall January 19, 2017
The goal of the webinar is to provide updates on the Data Pipeline and current and upcoming collections. These webinars also provide a forum for districts, BOCES, and Administrative Units to have questions answered about Data Pipeline.
We will begin the webinar shortly
Dial in number is
Data Pipeline support is

2. 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 2

3. Important Reminder Lists are generated from IdM groups
LEAs are responsible for maintaining the groups
Please be sure to update accounts for changes including no longer at your LEA, change of , names, adding phone numbers.
Thank you 3

4. Importance of Data Privacy
6/12/2018
Importance of Data Privacy
Federal and state laws govern data privacy, confidentiality and security and require CDE to collect data that may include personally identifiable information (PII).
Name, address, personal identifier
Other indirect identifiers (e.g., date or place of birth)
Information that, alone or in combination, is linked or linkable to a specific student that would allow a reasonable person in the school community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty. (§ 99.3) 4

5. How to Share Data Check local policies for restrictions
Use secure-file transfer protocols
Call CDE with questions about how to transmit PII securely
Do not send PII over or fax
Do not use PII in trainings
Do not share PII with unauthorized individuals
Do not share passwords
For more information 5

6. Today’s Agenda Open Collections in Data Pipeline
Special Education December Count
Human Resources
TSDL
Course Codes
Student End of Year
Directory
Civil Rights Data Collection (CRDC)
SBD Reviews

7. Introductions 7

8. Open Collections in Data Pipeline8

9. Open Data Pipeline Collections
Year Round
Directory
RITS
EDIS
Periodic
Interchanges
Staff
Student
Special Education December Count IEP
TSDL 9

10. Open Data Pipeline Collections
6/12/2018
Open Data Pipeline Collections
Snapshots
Human Resources
Special Education December Count
Coming Soon
Student End of Year for (February Soft Opening)
TSDL Snapshot (2/20/17)
Directory 4 day school week applications (2/1/2017) 10

11. December Count Data Collection
Special Education
December Count Data Collection 11

12. TIMELINE 19th: Interchange and Snapshot Errors must be resolved
November
3rd: Snapshot Open
17th: Interchange Files uploaded at least once
December
1st: Official Count Date
8th: Snapshot created at least once
15th: Interchange files error free
January
19th: Interchange and Snapshot Errors must be resolved
20th - 26th: Review Staff and Student Reports
26th: Complete December Count Snapshot, Interchange and Snapshot Errors must be resolved, Staff and Student Data Validity Certifications signed and uploaded to DMS
February
1st-9th: Research and resolve duplicates and data validity issues
9th: All duplicates resolved, new snapshot created and all Interchange and Snapshot errors resolved
9th-16th: Final Report review
16th: Special Education Closed, Data Submitted to CDE, ALL Final Reports are signed and submitted to DMS 12
Special Education December Count - Kristi Gleason

13. Special Education December Count Report Training
Please plan to join one of the following sessions
January 23rd, 2017: 9:00 am – 10:30 am OR
January 23rd, 2017: 2:00 pm – 3:30 pm
To join:
Call in number:
Remember Special Education Directors need to review all signature reports and warnings during the report review week.
On January 26th all Interchange and Snapshot errors will need to be resolved and the signed Staff and Student Data Validity Certification reports uploaded to DMS verifying the data to date is valid and reliable. This is a statewide deadline necessary for conducting the duplicate process. Do NOT submit data to the data pipeline. That will happen on February 16 at the close of the collection. 13
Special Education December Count - Kristi Gleason

14. Special Education December Count Assistance Needed?
We are here to help…send an or pick up the phone!
No question or concern should remain unanswered or unresolved. There may be something you uncover in your Snapshot data that missed internal CDE testing.
Please contact us to help you navigate through proper coding and with any warning messages related to the SAM process.
protocol – please include:
District # and Administrative Unit #
Phone number where you may be reached
Subject of the
NOTE: Never send files or reports via – contact us to determine best technical assistance avenue. 14

15. Special Education December Count SAM Contact Information
Lauren Rossini - Staff Reporting and Qualifications Exceptional Student Services Unit Phone: Kristi Gleason – Special Education December Count Custodian Data Services Office Phone: 15
Special Education December Count - Kristi Gleason

16. Special Education December Count Contact Information
Kristi Gleason – Special Education December Count Collection Lead Data Services Office Phone: Lindsey Heitman Data Services Phone: Orla Bolger Exceptional Student Services Unit Phone: 16
Special Education December Count - Kristi Gleason

17. Special Education December Count Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box.
Kristi Gleason (303) 17
Special Education December Count - Kristi Gleason

18. Human Resources Snapshot18

19. HR Remaining Timeline Dates
January
19th- 26th: Review Special Ed data reports and Assist with special education duplication process as needed
February
2nd: Snapshot error free
2nd – 16th: Review reports
16th: Snapshot must be finalized on or before this date
Staff Interchange/Human Resources— Annette Severson—

20. Current Status
Issue with snapshot creation process occurred on Wednesday, January 18th that is now resolved
Please be sure to create a new snapshot each time you upload updated staff interchange files 20
Staff Interchange/Human Resources— Annette Severson—

21. FAQ
Q: “I have a teacher that does not yet have their BA degree, how do I report their education background?” A: Report the appropriate highest level of education the teacher does have and then use the Subject Area of Degree code 2100 for No Degree Q: “I have recently submitted new information, yet I am still seeing the same errors and staff that I had fixed. What do I do? A: Please be sure you have created the HR snapshot again, as it will only reflect the updated information after you have created the snapshot. 21

22. Additional Information
Please contact me for help, additional resources can be found:
Staff Interchange:
Human Resources:
Contact: Annette Severson
(303) or 22
Staff Interchange/Human Resources— Annette Severson—

23. Teacher Student Data Link23

24. TSDL Steps Map course codes to SCED Codes
information found at:
Have student data uploaded in Student file
Have staff data uploaded in Staff Profile file
Prepare Course Enrollment and Course Instructor files
File layout and field definitions found at:
Upload files into Data Pipeline 24

25. Important Dates Statewide Standard Course Code Submission Interchange:
Open year round
Must be completed prior to uploading TSDL interchange files
Interchange:
Open Monday, November 14, 2016
Remains open throughout the year
Snapshot:
Open Wednesday, February 1, 2017
GOAL: “Submit to CDE” by Friday, June 30, 2017
REQUIRED DEADLINE: Finalize by Friday, August 25, 2017 25

26. Migrant Students
Required to report Credits Granted and Final Grade in Course Enrollment file
Possible Coding Combinations:
Final Grade: Code 2 (Pass) and 3(Satisfactory) can either or both be used. Pass is typically for secondary levels where Satisfactory is used at elementary levels.
Course Completion Status
Credits Granted
Final Grade
0 (Currently Enrolled)
Between 0.0 and 9.0
0 (N/A)
1 (Completed - Fail)
2 (Completed – Pass)
1 (no credit/no grade/no mark) or 2 (Pass) or 3 (Satisfactory) or 4 (Unsatisfactory)
3 (Incomplete/Partial)
4 (Withdrew) 26

27. Training Two webinar trainings will be offered:
Thursday, February 9th 10:30 to 11:30 am
Tuesday, February 14th from 1 to 2 pm
Each webinar will contain the same information
Questions from TSDL survey will be incorporated in trainings
Training will be recorded and available online for those not able to attend

28. Resources
File layouts, templates, business rules, authority, process and checklist of steps and previous training slides can be referenced at:
Contacts:
Hai Huynh - or
Annette Severson – or 28

29. Statewide Standard Course Codes29

30. Statewide Standard Course Codes
Statewide Standard Course Code (SSCC) system is open and available for districts to submit data.
Visit the SSCC website for details:
Timeline for is online
Resources on transitioning to SCED version 3.0
30 SSCC - Morgan Holmgren – –

31. Statewide Standard Course Codes
SCED 3.0
In districts must submit course codes that are in SCED version 3.0
Course codes that only exist in versions 1.0 and 2.0 have been deactivated
This will primarily effect courses that are listed as Prior-to-Secondary
For example: Courses codes starting with a 5 will need to be changed
31 SSCC - Morgan Holmgren – –

32. Statewide Standard Course Codes
Timeline & Trainings
Posted on the website
Trainings:
Thursday, January 19, 2017 – 10:30am-11:30am
Deadline
February 15, 2017
Trying to get districts to have their course codes ready for the TSDL snapshot
32 SSCC - Morgan Holmgren – –

33. Questions Visit the SSCC website for details: Any questions now?
Any questions now?
Contacts:
Morgan Holmgren 33

34. Student End of Year 34

35. 6/12/2018
Data Release
State wide rates will be publically released shortly after this town hall
The state 4-year graduation rate for the Class of 2016 was 78.9%
We have also released extended 5-, 6-, 7- year rates for the Classes of 2015, 2014, and 2013
The state dropout rate decreased to 2.3% in 2016
Student End of Year — Duncan Anderson —
35 Student End of Year — Duncan Anderson —

36. 6/12/2018
Data Release
Please note, updated spreadsheets and data dashboard will be available later this morning
Help me make the End of Year collection better!
Please fill out this survey with suggestions:
Feel free to contact me if you have any questions concerning your rates or the collection
Student End of Year — Duncan Anderson —
36 Student End of Year — Duncan Anderson —

37. Directory 37

38. Directory
Please go in and make sure that your data is correct in the Directory. CDE is now beginning the EDFacts submission to the US Department of Education. If any changes have happened over the past year it is important that it is up to date. What CDE knows about your district is what we know in the Directory. 38

39. Directory 39

40. Directory School Code Changes
If you have school code changes you may now submit those changes to CDE.
School code changes are open until June 30th 2017 for the school year.
School code change forms are required for the following changes.
School name changes
School grade changes
Closing a school
Opening a new school 40

41. Email: st.hilaire_d@cde.state.co.us
Directory
Definition of a Colorado Public School:
School code change forms:
Dennis St. Hilaire
Data Services
Phone: 41

42. 2015-16 Civil Rights Data Collection (CRDC)42

43. CRDC
Documentation on the School Level Table has been posted at
Elements CDE will provide have been posted at
A CDE CRDC webinar regarding Colorado data provision will be hosted on Tuesday, January 24th from 1:00 – 2:30 pm
Adobe Connect Webinar
Phone Number
Jan Rose Petro

44. CRDC 44

45. CRDC 45

46. CRDC 46

47. CRDC 47

48. CRDC 48

49. CDE Notes for LEAs
CDE will zero-fill fields related to Zero Tolerance Policies
Corporal Punishment = N (no need to zero-fill)
LEAs with Integrated Math will need to add these students to appropriate counts as applicable
All discipline data from School Discipline & Attendance
None from Special Education Discipline
Course Completion- lots of missing data
Jan Rose Petro

50. 2015-16 CRDC CDE begin pre-population on Tuesday, January 17, 2017
CRDC will open to LEAs on February 10, 2017
Deadline is April 28, 2017
AWS (Advance Website)
Partner Support: (855) or
Jan Rose Petro

51. CRDC 51

52. OCR Request: Trusted Senders
On the open date, all identified Superintendents, Primary Points of Contact and Alternate Points of Contact will receive an containing their username and web link to verify their account and create a password in the CRDC submission system.  
Add the following Internet domain names to your trusted senders list.  This will ensure that these s are not categorized as spam.
@ed.gov
@edlistservs.org
@aemcorp.com
Jan Rose Petro

53. OCR Request: Trusted Senders
Take the following steps to add these addresses to your trusted senders list. Contact your IT department for assistance.
Select Actions from the toolbar at the top of the screen.
Select Junk .
Select Junk Options.
Click the Safe Sender tab.
Click Add.
Type in the address you wish to add to your safe sender list.
Click OK.
Jan Rose Petro

54. OCR Resources to Prepare
How to Create Additional User Accounts:
Complete List of Data Elements for the Collection:
Data Topics by Collection Timeframe:
Screenshots of the Data Submission System:
How to Organize Data Submissions:
Data Collection Template, School Form (in MS Excel format):
Data Collection Template, LEA Form (in MS Excel format):
Jan Rose Petro

55. OCR Resources to Prepare
Jan Rose Petro

56. OCR Resources to Prepare
Jan Rose Petro

57. OCR Resources to Prepare
Jan Rose Petro

58. SBD Reviews 58

59. Student Assessment Data Cycle
STUDENT TESTING
Districts can update data in vendor system before, during, or after testing*
PRE-ID EXTRACT
Districts upload data to Data Pipeline
CDE downloads data from Data Pipeline to submit to vendor system
CDE submits data to vendor system
SBD REVIEW
Vendor provides data to CDE
CDE loads data into Data Pipeline
Districts download and update data
Districts submit and approve data
CDE returns data to vendor
Vendor merges student demographic data with score data and provides files and reports to districts and schools through vendor system
*Not applicable for all assessments
Assessment ∙ Melissa Mincic ∙ or

60. Student Assessment Data Cycle: Before Testing
Pre-ID Extract & Student Testing Prep (CMAS Example)
Cycle Activity
Task
Expected Date(s)
Pre-ID extract
Districts update data in Data Pipeline
December 16th
CDE downloads data from Data Pipeline, validates file for accuracy and completeness, and submits to vendor system
December 16th - January 6th
Preparing for Student Testing in Vendor System
Districts work in vendor system to:
Assign student test accommodations
Confirm testing format (i.e., online or paper)
January 9th - January 27th
Districts complete student transfer requests
January 9th – April 28th
Vendor creates labels for testing booklets
January 27th
Districts update student demographic data in vendor system (can be done in vendor system and/or during SBD)
January 9th - May 17th
Assessment ∙ Melissa Mincic ∙ or

61. Student Assessment Data Cycle: During Testing
Student Testing (CMAS Example)
Cycle Activity
Task
Expected Date(s)
Student testing
Districts conduct testing
April 10th - April 28th*
Districts update demographic data and not tested/void codes in vendor system (can be done in vendor system and/or during SBD)
Prior to May 17th
*Some districts may begin testing online ELA/math as early as March 17th and high school science as early as March 27th.
Assessment ∙ Melissa Mincic ∙ or

62. Student Assessment Data Cycle: After Testing
Student Testing & SBD Review (CMAS Example)
Cycle Activity
Task
Expected Date(s)
Data Clean-Up in Vendor System
Vendor receives all scorable paper tests*
May 5th
Districts update demographic data and not tested/void codes in vendor system (can be done in vendor system and/or during SBD)
Prior to May 17th
SBD review
Vendor provides data to CDE
May 19th (Friday)
CDE loads data into Data Pipeline
May 22nd (Monday)
Districts download and update data
(demographic data and void/invalidation codes can be updated in vendor system and/or during SBD)
Districts submit and approve data
June 1st (Thursday)
CDE validates data and returns data to vendor
Immediately after SBD closes
*If scorable materials are not picked up by May 3rd, there is no guarantee that records for these PBT
students will be included in SBD or scored.
Assessment ∙ Melissa Mincic ∙ or 62

63. Student Assessment Data Cycle: After Testing
Release of Results (CMAS Example)
Cycle Activity
Task
Expected Timeline
Creation of Score File, Data Validation and Quality Control Processes
Vendor merges student demographic data with score data, validates data, and provides student level data files to CDE
Immediately upon receipt of SBD data from CDE
CDE validates student level score files
Immediately upon receipt of score files from vendor
Embargoed Release of Student Level Data Files
CDE releases embargoed student level data files to districts and schools through vendor system
ELA/math – paper scores may
be available after online results
Preliminary rolling file: early June
Final student data file: expected early July
S/SS student data file expected mid June
Assessment ∙ Melissa Mincic ∙ or 63

64. 2016-2017 SBD Reviews Assessment Tentative SBD Review Window
ACCESS for ELLs
03/13/17-03/24/17
CO PSAT 10/CO SAT*
05/15/17-05/24/17
CMAS
Science/social studies
CoAlt science/social studies
ELA/math (PARCC )
CSLA
05/22/17-06/01/17
DLM
06/19/17-06/27/17
*Will count for accountability reporting beginning in 2017 64
Assessment ∙ Melissa Mincic ∙ or

65. 2016-2017 SBD Reviews SBD T/TA resources
Please provide us your feedback by Friday, 02/17!
SBD manual:
SBD training webinar:
Resource
Date Available/Scheduled
SBD manual
Friday
02/24/17
COB
SBD training webinars
Tuesday
Wednesday
03/07/17
03/08/17
1:00-2:00 pm
9:00-10:00 am 65
Assessment ∙ Melissa Mincic ∙ or

66. Thursday, January 26th, 2017 9 a.m.-10 a.m.
Thank you for joining us today!
Next Town Hall:
Thursday, January 26th, a.m.-10 a.m. 66