1. Data Pipeline Town Hall March 16, 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. What is PII?
Student Personally Identifiable Information (PII) is defined by state and federal laws as information that, alone or in combination, personally identifies an individual
This includes direct identifiers (i.e. name, SASID, etc.)
Includes information that when combined is identifiable
Colorado’s new Student Data Transparency and Security Act introduces a number of new requirements for how Student PII is collected, used and shared
CDE has prepared guidance on how to comply with this and other privacy laws which can be found here:

5. How to Share Data
Check local policies for restrictions, requirements, etc.
Ensure that you are following local policies when transmitting PII to any third party
Use secure methods to transfer any PII to CDE
Call CDE ( ) with questions about how to transmit PII securely
Use Syncplicity to encrypt s to CDE
Avoid sending PII via unencrypted or to unsecured faxes when sharing data between or within districts
Do not use PII in trainings, presentations, etc.
Do not share PII with unauthorized individuals
Do not share passwords

6. Introductions

7. Today’s Agenda Open Collections in Data Pipeline Privacy Policies
Report Card March
Student End of Year
READ
Special Education End of Year
Teacher Student Data Link
School Discipline and Attendance
Civil Rights Data Collection
SBD

8. Power School Opportunity

9. Power School Opportunity
9/23/2018
Power School Opportunity
Central States PowerSchool Conference hosted by KSPSUG
DATES: April 3 - 5, 2017
LOCATION: Hilton Garden Inn, 410 S 3rd St, Manhattan, Kansas
PHONE #:
HOTEL RESERVATIONS: Ask for KSPSUG group rate of $ plus tax per night or you can click here.
Conference Registration link:
Registration Fee: 1 day - $75, 2 days - $150, 3 days - $200.00
Breakfast and Lunch will be provided each day.
Social Night Tuesday evening
Fun game night and networking opportunities.
Who can breakout the quickest??? A breakout challenge room where participants can show their competitive side by working as a team to solve clues to the mystery. You will be completing puzzles and trivia in order to "break out". Race against the clock to break out before time expires. 9

10. Open Collections in Data Pipeline

11. Open Data Pipeline Collections
Year Round
Directory (4 Day School Week and School Code Changes)
RITS
EDIS
Periodic
Report Card March (Closes Apr.7th)
Access for ELLs SBD (March 16th Opening)
Interchanges
Staff
Student
Special Education IEP
TSDL 11

12. Open Data Pipeline Collections
9/23/2018
Open Data Pipeline Collections
Snapshots
Teacher Student Data Link (TSDL)
Student End of Year for (February Soft Opening)
Coming Soon
READ (Open April 3rd) 12

13. Security and Privacy Policies

14. 9/23/2018
Legal Requirement
CDE is required by the Student Data Transparency and Security Act to provide LEPs with a sample Student Data Privacy and Protection Policy that includes specific topics
Most districts are required to then adopt their own policy that covers these topics by December 31, (small rural districts have until July 1, 2018)
CDE recognized that the required topics were good but didn’t cover a number of important privacy and security practices
We created a whole suite of sample privacy and security policies that LEPs can use to create their own policy(ies) and that also provide good security and privacy guidance
You are not required to use CDE’s policies and they are only there as a resource should you want them 14

15. 9/23/2018
Where to find them?
We originally announced that we would be providing these policies directly to districts via a secure means
We were given additional guidance which led us to post the policies publicly
Find them here: es
There are 45 separate policies covering individual privacy and security topics like data breach, encryption, contractors and third parties, data governance and data use, and others
The policies lay out specific good practices but any policies adopted by your district must represent actual processes that are in place
If you choose to use our policies, you must amend them to identify your practices and procedures 15

16. Report Card March

17. RCMAR open until 4/7/2017! Report Card March 2016-17
You may find training videos and file layouts and definitions at:
Collection issues and updates
In the text fields avoid using apostrophes. This causes a fatal error when saving the file/form.
Superintendent sign off sheet updated. There were some READ collection information that was mistakenly put on the Report Card March sheets. If you already sent in the superintendent sign off sheet, CDE will accept the old sheets.

18. Report Card March
Reminder: If you submitted by Form under Total Records it will show 0. This is because a number will only show up when submitting via a file.

19. 48 School Districts are done. THANK YOU!
Report Card March
So far there have been only a few questions.
If you have any questions please let me know.
48 School Districts are done. THANK YOU!

20. Student End of Year

21. Soft Open Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us
The End of Year Collection is in Soft Open. Districts are able to create snapshots using their Student Interchange Data.
The file formats are the same as you used with Student October.
Only error free interchange records will be pulled into the snapshot. Please work on interchange errors before creating a snapshot
annual report with the following information:
• Levels of school readiness demonstrated by students enrolled in kindergarten
• Disaggregated results by school district, school, grade level, free or reduced lunch eligibility status, gender, and ethnicity

22. End Of Year
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 22

23. READ

24. READ Act Collection Purpose Criteria
The purpose of the READ data collection is to collect the data needed to fulfill statutory requirements for the annual legislative report and to determine distribution of per-pupil intervention funds for students identified as having significant reading deficiencies
Criteria
Each spring districts create and submit records for all K-3rd grade students enrolled at the time of data submission and 4-12th grade students who are included in the READ 4-12th grade cohort from any district

25. State Supports for Effective Implementation
The Early Literacy Fund provides districts with per- pupil intervention funds to help support programs to meet the needs of students with a significant reading deficiency status who received services
Per-pupil intervention funds may be used to provide the following services:
Full-day kindergarten
Summer school literacy programs
Tutoring services
Evidence based or scientifically based interventions
For the school year, the total allocation was approximately $33 million
Another purpose of the collection is to calculate the per pupil intervention fund distribution. CDE takes the annual appropriation and divides it by the number of students identified with significant reading deficiencies to create a per pupil allocation.
Statute outlines the specific uses for these intervention funds under four categorical areas:
full-day kindergarten
evidence-based or scientifically-based interventions
summer school literacy programs
tutoring services
The annual appropriation for this school year was approximately $33 million.

26. 2016-17 READ Data Element Updates
For the collection you will include all K-3 students enrolled at the time of data submission and 4-7th grade cohort students
Districts will pull the “Student Extract of 4-12th Graders with a Significant Reading Deficiency in the Prior Year” report in COGNOS to identify which students are to be reported in the 4-7th grade cohort.
This report includes students who were identified with a significant reading deficiency in 3rd grade and who still remain on a READ plan in any district

27. 2016-17 READ Data Element Updates
Add READ Status 6 to the READ Status field
Reason for the change
Pursuant to HB , districts are not required to administer READ Act interim assessments for students demonstrating reading competency for their grade level in the fall throughout the remainder of the specific school year

28. 2016-17 READ Data Element Updates
READ Test 01 DRA2 and 02 DIBELS (6th Edition) have been removed from the READ Test field
Reason for the change
DRA2 will be removed. As of July 1, 2016, DRA2 will no longer be a State Board-approved interim assessment
DIBELS (6th edition) has re-normed their assessment to DIBELS Next. Therefore, DIBELS (6th edition) will no longer be a State Board-approved interim assessment

29. 2016-17 READ Data Element Updates
Removal of READ Allowable Testing Accommodations field
Reason for the change
No longer applicable for the READ data collection

30. New to the READ Collection
Budget Planning Survey
The 2017 collection will include a statutory requirement for district submission of budget planning information for the use of per-pupil intervention funds
To fulfill this statutory requirement, the Department has created a survey in Pipeline that asks districts to identify which of the five statutory intervention categories they intend to use in the coming budget year to support students identified as having significant reading deficiencies
This survey will consist of five, Yes or No questions that will be collected at a district level and submitted in addition to the LEP’s READ data file.
Click here to view the guidance document on completing the Budget Planning Survey

31. IDM Roles
Before you do any loads to Data Pipeline, ensure you have the correct roles:
For uploading and editing the READ file: Submit and Modify Role REDLEAUSER
For uploading, editing and submitting READ file: Approve Role REDLEAAPPROVER
Same roles apply to submitting the Budget Planning survey
This is the group of people who will receive all communications for our collection through our list serve
You will need to ask your Local Access Manager (LAM) for the necessary rights if you do not have them
Please contact the READ collection manager (Whitney Westgaard) if you do not know your LAM to obtain this information

32. READ Collection Key Dates
April 3: READ Collection opens
June 16: Districts complete submission of READ file & budget planning survey by close of business – all submissions are finalized and submissions will be locked
June 30: Districts re-submit data file with duplicates removed by close of business – READ collection closes
Week of August 7: Districts can anticipate distribution of READ funds

33. Upcoming Trainings 2016-17 Changes to READ Collection
Monday, March 27th at 2:00
Summary of changes to the 2017 collection
Review of Budget Planning survey
Opportunity to ask questions
First Year Respondent Training
Tuesday, March 28th at 2:00
Purpose of the READ data collection
Review data elements and coding
Submission process through Pipeline
Common areas of concern
Data privacy and security

34. READ Resources
READ Collection resources can be found at: ne
Upcoming webinars
Data collection timeline
Data elements & definitions
File layout
Business Rules
Additional resources such as FAQ document, assessment cut scores, template for submitting budget planning survey, etc.
Questions?
Contact Whitney Westgaard, READ Data Collection Manager
Phone:

35. Special Education End of Year

36. Special Education End-of-Year – Soft Open
Snapshot SOFT OPEN April 3rd
AUs able to create snapshots in production
Child and Participation File Formats/Templates same
as December Count and posted here:
Sped EOY Snapshot Resources found here:
Timeline
Snapshot File Layout
*May webinar training dates coming soon!
Special Education EOY - Lindsey Heitman - (303)
Special Education End of Year - Lindsey Heitman - (303)

37. Teacher Student Data Link

38. TSDL Steps Map course codes to SCED Codes
information found at:
Prepare Course Enrollment and Course Instructor files
File layout and field definitions found at:
Upload Course Enrollment and Course Instructor files into Data Pipeline
TSDL – Hai Huynh and Annette Severson and

39. 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
TSDL – Hai Huynh and Annette Severson and

40. 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)
TSDL – Hai Huynh and Annette Severson and

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

42. School Discipline and Attendance

43. SDA – Annette Severson – severson_a@cde.state.co.us
Collection Timeline
Date
Event
May 3rd
Collection Opens
May 9th
Webinar Training
May 15th
June 22nd
Suggested Date for having No Reportable Incidents tab updated
June 9th
Suggested Date for having at least 1 file uploaded
June 16th
Suggested Date for having all files uploaded
June 23rd
Suggested Date for having all files error free
June 30th
Deadline for SDA to be finalized
SDA – Annette Severson –

44. Updates to File Layouts
Discipline by Action File – no updates
Discipline by Student Demographics File – no updates
Firearm (GFSA) File -
New Weapon Code of 04 for Multiple Firearms
Attendance Data File - Added Fields:
Ethnicity/Race
Gender
IDEA/Special Education
Section 504 Status
ELL Status
Homeless
Number of Students with Chronic Absenteeism
SDA – Annette Severson –

45. SDA – Annette Severson – severson_a@cde.state.co.us
Resources
attendance
Behavior Statutes and Clarifications document is posted
Previous trainings
File layouts
Calculating Attendance for Online Schools documentation
Guide for Determining Most Serious Incident
FAQs
Please contact me if you would like any other documentation specifying what is needed/missing
SDA – Annette Severson –

46. Civil Rights Data Collection

47. Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
CRDC
Deadline is Friday, April 28, 2017
Colorado Progress
19 certified
3 100% complete (have not certified)
29 over 90% complete
AWS (Advance Website)
Partner Support: (855) or
Jan Rose Petro

48. Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
CRDC
CDE provided files to CRDC contacts to correct errors
Section III: Classes, Course Enrollment, and Program Enrollment – Classes in Algebra I and Geometry in High School (Grades 9 through 12 only)
Section VII: Student Discipline  -  LEP counts
Files were sent securely through SFTP
LEAs may resubmit these files if they have not yet overwritten and/or use for validation purposes
Jan Rose Petro

49. Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
CRDC
Q: My district received an from CRDC regarding current and previous year teacher counts. Are the CDE pre-populated figures accurate?
A: Yes. CDE programmed the ‘Previous school year teachers’ or the ‘Teachers employed during both the current and previous school years’ field to reflect teachers employed during both the current and previous school years.  The result includes a subset of teachers who were also employed in  
Jan Rose Petro

50. Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
CRDC
Q: The CDE pre-populated figures for Student Retention do not seem accurate.
A: CDE programming pulled in students who were retained in the same grade level from anywhere within the state the prior year, not just within the specified district.    Numbers may appear too high.  We will add the ‘within the same district’ criteria for the CRDC.  Please overwrite if not accurate for your district.
Jan Rose Petro

51. Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
CRDC
Q: Can districts see information that was prepopulated from CDE?
A: Yes. Before entering any data an LEA can run a Submission Review Report.   The Submission Review Report provides a compressed zip file containing the following:
LEA form data in a pdf format
Individual school form data for all schools within the LEA, each one in a separate pdf
A separate pdf providing Key Definitions for the report
Jan Rose Petro

52. Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
CRDC
Q: Can districts see information that was prepopulated from CDE?
A: (cont.)This report represents a snapshot of the data submitted at the time an LEA launches the report.
Each pdf contains
an entire LEA or school form with all questions, instructions, and data elements shown, whether submitted or not,
any comments or reason codes associated with the data elements or tables.
Data elements that have yet to be submitted are shown as "NS" for Not Submitted, while data elements that are skipped by the system display as "N/A" for Not Applicable.
For purposes of calculated table totals, both "NS" and "N/A" are counted as 0
Jan Rose Petro

53. THANK YOU!!! 2015-16 CRDC CRDC contacts are INCREDIBLE!!!
Jan Rose Petro

54. CRDC Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 54

55. SBD

56. Assessment Unit homepage
SBD Manual & Webinar
Assessment Unit homepage ↓
Trainings
Data Trainings
SBD Manual
SBD Webinar
*SBD manual page 2*

57. Student Assessment Data Cycle
Pre-ID Extract
Student Testing
SBD Review
Results Release
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
*SBD manual page 3*

58. 2016-2017 SBD Review Timeline* Assessment Dates 1 ACCESS for ELLs
03/16-03/29 2
CO SAT/PSAT 10†
05/15-05/24 3
CMAS
Science/social studies
CoAlt science/social studies
ELA/math (PARCC)
CSLA
05/22-06/01 4
CoAlt: English Language Arts and Mathematics (DLM)
06/19-06/27
*DACs and data respondents will receive updates about individual collections as
needed.
†Will count for accountability reporting beginning in 2017
*SBD manual page 2*

59. Data Pipeline Assessment Collections User Roles
Description
LEA viewer
Can only view data and reports
LEA user
Can view data and reports
Can download, edit, and upload data
LEA approver
Can approve data†
*Assigned by Local Access Manager (LAM). Individuals may be assigned roles in
several or all SBD collections but may only have one user role per collection.
†Districts can ensure that SBD data have been submitted using the Status
Dashboard tab in Data Pipeline.
*SBD manual page 6*

60. New for ACCESS for ELLs Collection
Fields removed from collections
Colorado Continuously
Title 1
Immigrant
Cluster
Pre-ID Label
Test invalidation code fields – One for each domain
Reported Record field – Included on student report
Reported Mode field – Online, paper, combination
Date Most Recently Enrolled in U.S. field replaced by Date First Enrolled in U.S.
CDE providing optional calculated values for:
Continuously in District
Continuously in School
Date First Enrolled in U.S.
*SBD manual page 35*

61. CDE Optional Calculated Values
File Extract Download
Extract Type
SBD Extract = Vendor file (reflective of pre-ID data)
SBD Extract using Student Profile = File updated with Data Pipeline Student Interchange data
SBD Student and CDE continuous extract = File updated with Data Pipeline Student Interchange data PLUS calculated values

62. Accountability Comparison Report
CDE providing optional calculated values for:
Continuously in District
Continuously in School
Date First Enrolled in U.S. 62
Assessment ∙ Melissa Mincic ∙ or

63. Student Location Report
*SBD manual page 32*
Assessment ∙ Melissa Mincic ∙ or

64. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Reviews Contacts
Melissa Mincic
SBDs
ACCESS for ELLs
CMAS
DLM
Shangte Shen
SBD
CO PSAT 10/CO SAT
Assessment ∙ Melissa Mincic ∙ or

65. Thank you for joining us today!
Next Town Hall:
Thursday, March 24th, a.m.-10 a.m.