1. Data Pipeline Town Hall January 11st, 2018
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
IDM Phone Number Bulk Load for Respondents
Special Education December Count
AEC
Student End of Year
Human Resources Snapshot
EDAC Data Burden Survey
Pre-Id Pull for Assessment

8. Open Collections in Data Pipeline

9. Open Data Pipeline Collections
Year Round
Directory
RITS
EDIS
Periodic
Designated Agency (Due 8/31/2018)
Pre-ID/SBD
Interchanges
Student
Special Education IEP ( )
Staff ( )
Teacher Student Data Link 9

10. Open Data Pipeline Collections
11/16/2018
Open Data Pipeline Collections
Snapshots
Special Education December Count
Human Resources
Coming Soon
Teacher Student Data Link Snapshot
Directory School Code Changes and 4 Day School Week Application 10

11. IDM Phone Number Bulk Load for Respondents

12. Special Education December Count

13. Special Education December Count Timeline
November 1st
Snapshot Opens
November 16th
Upload IEP/Staff Interchange at least once
As of today’s data all Admin Units have uploaded files and are working through Interchange Errors.
Creating a Snapshot will provide additional information on Staff report Status
December 1st
Official Count Date
December 14th
Snapshot Created
December 21st
Interchange files error free (IEP/STAFF)
January 18th
All errors resolved (interchange and snapshot)
Jan 19th – 25th
Review Staff and Student Reports
January 25th
Validity Certification Reports due
Jan 26th – Feb 8th
Student Duplication Process
February 15th
Snapshot must be finalized
Kristi Gleason –

14. Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
December 21st
Be sure you have successfully uploaded ALL IEP and Staff data at this time and are error free at the IEP and Staff Interchange. (Data will be as of the Annual Count Date “December 1st”) Staff Interchange Files Must meet the Special Education December Count criteria of having the Admin Unit Code included in the files and special education flag = 1. If you are a district and haven’t met this requirement back on the 21st please update files no later than today and let the Admin Unit know so they can create a snapshot and get back on track with the collection.
Kristi Gleason –

15. No staff included in Special Education December Count Snapshot
Admin Units with this issue have been contacted to resolve issues around staff including interchange error resolution and special education staff reporting requirements to include Admin Unit Code in staff profile and assignment and special education flag 1.
Contact CDE to get you back on track to meet next Thursdays deadline.

16. Records Not In Snapshot
Be sure to check s for status of an upload or snapshot then batch maintenance and status dashboard but 1st.
If a file doesn’t process please reupload quickly it to ensure it does or reach out to the team for assistance in a timely manner.
Someone else is probably waiting for the file to be processed.
Records not in December Count
Records pop in these reports if there are interchange errors, the records don’t meet the Snapshot criteria, and files didn’t process. Files that don’t process are difficult for the Admin Unit to know about.
Common issue we see is the Admin Unit code is not included in the Staff Profile file for special education records.
If you are a district reporting special education data be sure to include the Admin Unit code in both files and mark special education flag 1 in the assignment file per reporting requirements.

17. Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Upcoming Trainings
To join:
Call in number:
Training
Date
Time
December Count
Monday, November 13, 2017
10:00 am – 11:00 am
Technical Assistance around the 11/16/2017 Interchange Upload Requirement
Staff Interchange
Tuesday, November 14, 2017
2:30 pm – 3:30 pm
Jennifer Simons and DSU offering office hour around the new Demonstrate In-Field Status fields
Tuesday, November 28, 2017
December Count Office Hours
Tuesday, December 19, 2017
Technical Assistance around the 12/21/2017 IEP/Staff Interchange Error Resolution Requirement
Tuesday, January 16, 2018
1:00 pm – 2:00 pm
Technical Assistance Around Snapshot Completions, Review Reports, Duplicates
Tuesday, February 6, 2018
Technical Assistance Around Final Steps toward Collection close 02/15/20148
Kristi Gleason –

18. Current BUGs/Reporting Issues
ESSA Endorsement and License check issues
Modified DC234 to a warning
DC243 Error on School Wide – remains an error. Working with licensing to get the license feed accurate.
Added a business rule to check validity of school codes in the Staff file.
AUs with invalid codes have and will be contacted.
SAM Warnings – relayed issue where added endorsements are not showing in the license feed. Escalated to leadership.

19. Thank you for joining us today!
Questions?
If you have ANY questions about the Special Education IEP Interchange please feel free to contact us. No question or concern should remain unanswered of unresolved.
We are just a phone call or away!
Kristi Gleason (303)
Lindsey Heitman (303)
Orla Bolger (303)
Lauren Rossini (303) (Staff Approval Matrix)
protocol – please include:
Administrative Unit #
Phone number where you may be reached. Be sure to get that added in Access Management.
Subject of the
NOTE: Never send files or reports via – contact us to determine best technical assistance avenue.
Thank you for joining us today!

20. AEC

21. AEC Pipeline Collections
Two Collections:
Renewal/Application for AEC Designation
Selection of Measures (Planned and Actual)
What’s new:
Collection through pipeline, not collections themselves
Right now you need to know:
Work with your Local Area Manager (LAM) to get AEC~LEAAPPROVER role assigned to the appropriate individuals in your district/BOCES

22. AEC Pipeline Collections
Known Districts Affected:
ADAMS 12 (0020)
CO SPRINGS 11 (1010)
HARRISON 2 (0980)
ROARING FORK (1180)
ADAMS 14 (0030)
DELTA 50J (0870)
JEFFERSON R-1 (1420)
SALIDA (0500)
ADAMS 28J (0100)
DENVER 1 (0880)
LAS ANIMAS RE-1 (0290)
SCHOOL DISTRICT 27J (0040)
ALAMOSA 11J (0100)
DOUGLAS RE 1 (0900)
MAPLETON 1 (0010)
SHERIDAN (0123)
BOULDER (0480)
DURANGO (1520)
MESA COUNTY VALLEY 51 (2000)
ST VRAIN VALLEY RE 1J (0470)
BUENA VISTA (0490)
EAGLE RE 5O (0910)
MONTE VISTA C-8 (2740)
STEAMBOAT SPRINGS RE-2 (2770)
CENTENNIAL BOCES (9035)
ELIZABETH C-1 (0920)
MONTEZUMA-CORTEZ RE-1 (2035)
STRASBURG 31J (0060)
CENTER 26JT (2810)
ENGLEWOOD 1 (0120)
MONTROSE RE-1J (2180)
THOMPSON R-2J (1560)
CSI (8001)
FALCON 49 (1110)
NORTH CONEJOS RE-1J (0550)
WESTMINSTER 50 (0070)
CHERRY CREEK 5 (0130)
FORT MORGAN RE-3 (2405)
PLATEAU VALLEY 50 (1990)
WIDEFIELD 3 (0990)
CSDB (9000)
FOUNTAIN 8 (1000)
POUDRE R-1 (1550)
CO RIVER BOCES (9175)
GREELEY 6 (3120)
PUEBLO COUNTY 70 (2700)

23. AEC Pipeline Collections
Known Districts Affected:
ADAMS 12 (0020)
CO SPRINGS 11 (1010)
HARRISON 2 (0980)
ROARING FORK (1180)
ADAMS 14 (0030)
DELTA 50J (0870)
JEFFERSON R-1 (1420)
SALIDA (0500)
ADAMS 28J (0100)
DENVER 1 (0880)
LAS ANIMAS RE-1 (0290)
SCHOOL DISTRICT 27J (0040)
ALAMOSA 11J (0100)
DOUGLAS RE 1 (0900)
MAPLETON 1 (0010)
SHERIDAN (0123)
BOULDER (0480)
DURANGO (1520)
MESA COUNTY VALLEY 51 (2000)
ST VRAIN VALLEY RE 1J (0470)
BUENA VISTA (0490)
EAGLE RE 5O (0910)
MONTE VISTA C-8 (2740)
STEAMBOAT SPRINGS RE-2 (2770)
CENTENNIAL BOCES (9035)
ELIZABETH C-1 (0920)
MONTEZUMA-CORTEZ RE-1 (2035)
STRASBURG 31J (0060)
CENTER 26JT (2810)
ENGLEWOOD 1 (0120)
MONTROSE RE-1J (2180)
THOMPSON R-2J (1560)
CSI (8001)
FALCON 49 (1110)
NORTH CONEJOS RE-1J (0550)
WESTMINSTER 50 (0070)
CHERRY CREEK 5 (0130)
FORT MORGAN RE-3 (2405)
PLATEAU VALLEY 50 (1990)
WIDEFIELD 3 (0990)
CSDB (9000)
FOUNTAIN 8 (1000)
POUDRE R-1 (1550)
CO RIVER BOCES (9175)
GREELEY 6 (3120)
PUEBLO COUNTY 70 (2700)
Note: If your district has a school that is applying for AEC status for the first time your district may not appear on this list. You will need to notify B Sanders that you intend to designate that school as an AEC during January.

24. AEC Pipeline Collections
Timeline:
Month
Renewal/Application Designation Collection
Selection of Measures Collection (Planned and Actual)
January
Training
Notify B Sanders of new schools seeking AEC designation by 1/31/2018
February
March
Renewal/Application collection opens 3/1/2018
Office hours for Renewal/Application collection will be available, TBD
Planned measures for 2018 AEC SPF collection opens 3/1/2018
April
Renewal/Application collection closes 4/27/2018
Planned measures for AEC SPF closes 4/27/2018
May
Planned measures for 2019 AEC SPF opens 5/1/2018
Actual measures for 2018 AEC SPF opens 5/1/2018
June
Planned measures for 2019 AEC SPF opens 6/29/2018
Actual measures for 2018 AEC SPF opens 6/29/2018

25. AEC Pipeline Collections
Watch The Scoop for notifications and schedules for training webinars for these collections.
You can join The Scoop here:
Outreach for trainings for these collections and additional information about these collections will be sent to districts with alternative education campuses as those resources are available.
More information at:
Reach out to B Sanders with questions:

26. Student End of Year

27. Data Release Duncan Anderson 303-866-6970
Next Thursday the 18th will be the public release of the graduation and dropout rates
State rates will be sent out to districts today for review prior to release
In order to give all districts appropriate time to prepare for the lease, these rates are embargoed from the media until next week. If you do receive questions from reporters, you can direct them to contact CDE communication department
Reach out to Duncan Anderson with questions:

28. Human Resources

29. Human Resources Timeline
November 1st
Snapshot Opens
November 16th
Must have both interchange files uploaded at least once
December 1st
Official Count Date
December 14th
Must create snapshot at least once
December 21st
Interchange files error free
January 18th
Snapshot Recreated (to update Special Ed Report)
Jan 18th- 25th
Review Special Education Report
February 8th
All errors resolved (interchange and snapshot)
Feb 8th – 15th
Review reports for accuracy
February 15th
Snapshot must be finalized

30. HR200 – Endorsement Edit
Edit is now a warning. Due to issues within our system, it has been determined to have this edit be a warning. You must create a new snapshot in order for this change to be reflected in your HR snapshot error report.  
The same is still applicable:
If the teaching subject area is a specific teaching area (i.e. English), then the endorsement must also be in the same specific teaching area.  An English endorsement is needed for teaching English.  A foreign language endorsement is needed for teaching a foreign language.  This is the case regardless of the grade level being taught.
Study Hall (code 2000) does not have an endorsement so another code would need to be used for that subject area in the Demonstrates In-Field Status fields.

31. Contact Information
Annette Severson:
Phone:
Fax:
In s or voic messages, please include:
District Code
Error code(s) if applicable
Where assistance is needed; such as ‘files won’t upload’ or ‘getting error HR##’, or ‘what is next’, etc.

32. EDAC Data Burden Survey
Due: February 9, 2018
One month remaining

33. EDAC Data Burden Survey
Jan Petro
Jan Petro or Dennis St. Hilaire

34. EDAC Data Burden Survey Questions
Q: What do I do if I don’t recognize a collection? A: Please contact Dennis St. Hilaire. He can assist you in determining what the collection contains and whether or not it pertains to you. Dennis St. Hilaire Q: What do I do with the survey spreadsheet when completed? A: Please send to Dennis St. Hilaire and Jan Petro
Jan Petro

35. EDAC Data Burden Survey
Thank you!!!
EDAC needs your participation to make our point.
Due date: Friday February 9, 2018
6 responses submitted 
(5 districts, 1 administrative unit)
Jan Petro

36. Pre-Id Pull for Assessment

37. Student Assessment Data Cycle
PRE-ID EXTRACT
Districts update student data for October count in Data Pipeline
CDE downloads October count data from Data Pipeline
CDE submits data to vendor system
STUDENT TESTING
Districts can update data in 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 updated data to vendor
Vendor merges student demographic data with score data and provides files and reports to districts and schools through vendor system*
RESULTS RELEASE
*Not applicable for all assessments

38. Student Assessment Data Cycle: Pre-ID Extract CMAS Example
Cycle Activity
Task
Expected CMAS Timeline
Pre-ID extract
Districts update student data for October count in Data Pipeline
December 2017
CDE:
Downloads October count data from Data Pipeline
Validates file for accuracy and completeness
Submits to vendor system
December-January 5th
Preparing for student testing in vendor system*
Districts work in vendor system to:
Assign student test accommodations
Complete student transfer requests
Confirm testing format (i.e., online or paper)
January 8th-January 26th
Vendor creates labels for testing booklets
January 26th
Districts update student demographic data in vendor system (can be done in vendor system and/or during SBD)
January 8th-May 16th
*Not applicable for all assessments

39. Student Assessment Data Cycle: Student Testing CMAS Example
Cycle Activity
Task
Expected CMAS Timeline
Student testing
Districts conduct testing
April 9th-April 27th*
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 16th
*Some districts may begin testing online CMAS ELA/math as early as March 19th and high school science as early as March 26th.

40. Student Assessment Data Cycle: SBD Review CMAS Example
Cycle Activity
Task
Expected CMAS Timeline
Data clean up in vendor system
Districts update not tested/void codes in vendor system
Prior to May 18th
Last day for pick up of scorable materials (scorable materials are scanned immediately upon receipt by vendor)*
May 2nd
SBD review
Vendor provides initial demographic data file to CDE
May 18th
CDE loads data into Data Pipeline
May 21st
Districts download and update data (demographic data and void/invalidation codes can be updated in vendor system and/or during SBD)
Deadline for districts to submit and to approve data
May 31st
CDE validates data and returns data to vendor
Immediately after SBD closes
*If scorable materials are not picked up by May 2nd, there is no guarantee that records for these PBT students will be included in SBD or scored.

41. Student Assessment Data Cycle: Results Release CMAS Example
Cycle Activity
Task
Expected CMAS Timeline
Creation of score file
Data validation and quality control processes
Vendor:
Merges student demographic data with score data
Validates data
Provides student level data files to CDE
Immediately upon receipt of SBD data from CDE
CDE validates data 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*
June
*Not applicable for all assessments

42. Tentative 2018 SBD Review Dates
Assessment
Tentative Review Dates 1
ACCESS for ELLs
March 15th-March 28th 2
CMAS
Science/Social Studies and ELA/Math (including CSLA)
CoAlt Science/Social Studies
May 21st-May 31st 3
PSAT/SAT
TBD 4
CoAlt DLM

43. Questions? Contact us: 2017-2018 SBD Review Contacts ACCESS for ELLs
Melissa Mincic
ACCESS for ELLs
CMAS
CoAlt DLM
Shangte Shen
PSAT/SAT

44. Thursday, January 18th, 2018! 9 a.m.-10 a.m.
Thank You
Next Town Hall:
Thursday, January 18th, 2018! 9 a.m.-10 a.m.