1. Data Pipeline Town Hall November 19th, 2015
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
11/16/2018
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
Civil Rights Data Collection
Data Pipeline Users Group
Student October
Student End of Year
Special Education December Count
Human Resources
SBD/Pre-Coded Id
Weekly Maintenance
Feedback 6

7. Introductions 7

8. Open Collections in Data Pipeline8

9. Open Data Pipeline Collections
Year Round
Directory
Send in Non-Public student counts.
Reminder after the election of Thursday, November 3rd to update your School Board Membership if there were any changes.
RITS
EDIS
Periodic
Finance (February 28th 2016)
Access for ELLs Pre-ID Pull (November 12th 2015) 9

10. Open Data Pipeline Collections
Snapshots
Student October – Duplicate Process (Closes November 24th)
Special Education December Count
Human Resources
Student End of Year (Phase B Closes December 3rd) 10

11. Civil Rights Data Collection11

12. 2013-14 Civil Rights Data Collection
As of Thursday, November 19th 183 LEAs had certified. Thank you!
Due date was August 21, 2015
Need assistance? Contact CRDC Partner Support Center
Phone: (844)
Notes:
If any data appears incorrect, then overwrite.
If find issues, work with CDE to correct for collection.

13. Data Pipeline Users Group
11/16/2018
Data Pipeline Users Group 13

14. Data Pipeline Users Group
Agenda
Review of last meeting
SBD update
Data Privacy
READ collection and impact of HB
Migrant and Teacher Student Data Link
Special Education and Student Pupil Attendance Codes
Issues and Concerns
Next meeting December 10th    2:00 – 3:00

15. Data Pipeline Users Group
Highlights
READ collection
Implement an exception file to handle students with House Bill
SBD update
No major changes this year – Review of Town Hall information
Data Privacy
Positive feedback on syncplicity
Migrant and Teacher Student Data Link
Group would like other options than creating two TSDL snapshots a year
Special Education and Student Pupil Attendance Codes
Concerns with ENRICH and having to manually key in Pupil attendance codes

16. Data Pipeline Users Group
Next steps
Group wanted more information on gifted and talented changes
Interest in student interchange allowing facility students to be loaded
Request to have edit screen modified to include errors and warnings as separate values on the drop downs.
Help identify true errors when there are multiple warnings
Suggestion was made to create a separate error report for just the EL edits. This would help in communicating with district’s internal groups.
Group would like to see the IEP interchange open earlier next year

17. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 17

18. Student October 18

19. Student October 2015-2016 November December
Address final issues, review and approve data reports by November 10
Collection Closes: Tuesday, November 10
Get stragglers to finish submissions: Thursday, November 12
Duplicate funding documentation due: Tuesday, November 17  (three days following collection closing)
Audit reviews and makes a decision: Friday, November 20 (the week before Thanksgiving week)
Resubmissions due: Tuesday, November 24 (prefer the 20)
November
Submit signature verification form: Friday December 4th
December 19

20. Making Changes
If you had duplicates and were contacted by FAST, please wait to hear from them before making changes
Getting Student October Data Unlocked
Call or me
Make sure that your demographic file and school association file, have already been changed
I will unlock your data
Create new snapshot
Submit to CDE again
Changes will may not be reflected in the Audit Exception Report or Summary of Pupils Reported by Another District 20

21. Signature Verification
Send in your signature verification page
Signed by the secretary of your Board
If something looks off about your verification page, please contact me right away
Send in signed form to me (Morgan Holmgren)
– scanned copy
Fax 21

22. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box.
Contact information
Morgan Holmgren
Phone: 22

23. Student End of Year 23

24. Quick Info
Post Cross LEA Validation Closes in TWO WEEKS on December 3rd
Districts must correct any errors in their data during this phase
Step by Step instructions:
Please contact Duncan Anderson for additional information or to submit adequate documentation of student transfers.
Call: 24

25. Updating Your Snapshot
Snapshots are not unlocked, please update you snapshot 25

26. Adequate Documentation
Students receiving 903 errors must have documentation for exit type changes beside 00 or 40
Without documentation of transfer, these students exit types must be changed to 40 if they left school
More information on adequate documentation: 26

27. Questions? This is the last town hall before the December 3rd deadline
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 27

28. Special Education December Count28

29. Focus for the week
Now that the Staff and Student files are successfully uploaded, work on ensuring you are reporting all the staff and students that will be in your administrative unit on December 1. You may not yet know all of them but should have a pretty good idea. Be sure to check the pipeline report records not making it to snapshot.
Be sure information on staff you are reporting is valid and that the staff have the appropriate credentials for the position reported.
Refrain from reviewing snapshot errors until all records that should be reported have been and are error free at the interchange and meet the Special Education December Count criteria. This is especially true for the caseload match. Time is wasted on these errors due to not all the staff and student records making it to the snapshot. If you see a large number of snapshot errors it may be an indication that not all your staff or students are error free and meet the criteria. 29

30. Snapshot Business Rules I Before S
Below are caseload match business rules that are only valid when ALL your staff and student records make it to the snapshot and there are matches. Until such time please ignore the snapshot rules and concentrate on being error free at the interchange and meeting the snapshot criteria.
DC019
DC020 DC
DC221
Above is applicable really to the majority of the snapshot errors. 30

31. Error Reports
A couple of folks have reported that they are having an issue accessing the IEP detail errors reports in Cognos. Development identified the issues. Please let us know if it has not resolved for you.
Error Reports for your convenience are also available under Pipeline Reports. 31

32. Contact information
Kristi Gleason (303) Lindsey Heitman (303) Orla Bolger (303) S Include District # and Administrative Unit # Phone Number in your Subject of the (This information helps us so much upfront – thank you!) Communication to the field will be provided on an as needed basis to keep folks up to date on bugs and other matters! 32

33. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 33

34. Human Resources Snapshot34

35. Schedule Overview
As of today: Staff Profile and Staff Assignment files should be uploaded by all LEAs 35

36. Business Rule Issues Resolved
HR073 through HR079: Principal Quality Standard 1-7 must be greater than ’00’ for all principals when the Overall Performance Rating = 01, 02, 03, 04
Licensure data is pulling in now correctly, EHR058, WHR094, and EHR106 are working
HR101: Title I status is accurate
HR098 – now reviewing the ‘Passed Secondary Core Content Test’ field correctly.  36

37. Resources Staff Interchange: Human Resources: Contact:
Human Resources:
Training was posted and now available in case you missed it!
Contact:
Annette Severson: 37

38. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 38

39. Statewide Standard
Course Codes 39

40. Statewide Standard Course Codes
Please make sure you are replicating/uploading course codes for the school year
Course code mappings are required for Teacher Student Data Link collection
All courses must be mapped and loaded by February 2016.
More information 40

41. Replicate Course Codes
Log into the system: 41

42. Replicate Course Codes
Use single sign on and password 42

43. Replicate Course Codes
Common login issues
Incorrect or password
Do not have access to the SSCC system
LAM must assign the appropriate SSCC role 43

44. Replicate Course Codes
Statewide Standard Course Code Dashboard
Notice district and school year – zero courses uploaded 44

45. Replicate Course Codes
Click Upload Courses in top menu options
Make sure school year is selected 45

46. Replicate Course Codes
Click Upload Courses in top menu options
Make sure school year is selected 46

47. Replicate Course Codes
Upload Courses screen
Notice second option is Replicate Previous Year Courses (make sure 2015 to 2016) 47

48. Replicate Course Codes
Click on the Replicate Previous Year Courses
Make sure want to take 2015 courses and replicate them to 2016 school year 48

49. Replicate Course Codes
Check number of courses to publish (168 in this example)
Click the Publish button 49

50. Replicate Course Codes
Confirm the Published Courses
Click the Finish button 50

51. Replicate Course Codes
Review the Dashboard
Uploaded courses should show the number of published courses 51

52. More information Statewide Standard Course Codes Website
Replication steps documentation
Questions?
Kevin Smith 52

53. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 53

54. SBD/Pre-coded Id 54

55. Pre-ID/SBD Information ACCESS for ELLs
ACCESS for ELLs pre-ID pull
Thursday, Nov. 12, Complete
Please upload your student demographic and student school association data using tag of None (untagged)
SBD for ACCESS for ELLs will be in March, 2016
SBD process will be similar to what was used in spring, 2015
Please update student information in vendor system

56. Pre-ID/SBD Information CMAS
CMAS Overview
CMAS includes both Colorado-developed Science and Social Studies tests and PARCC-developed English Language Arts and Math tests.
Student test window is 4/11/16 – 4/29/16.
Districts administering online tests may open the ELA/Math test window early if technology capacity is limited. Check with your DAC regarding the test window for your district.
CMAS pre-ID pull will be REQUIRED - December 18th, 2015
Make sure to load data as tag None (untagged)
CMAS SBD is expected to be in late June or early July, 2016
Some changes will occur due to the reduction of ELA/Math from two windows to one, having the same test window for all content areas, and moving all contents onto PearsonAccessnext 56

57. Pre-ID/SBD Information Dynamic Learning Maps (DLM)
Dynamic Learning Maps (DLM) Overview
Alternate assessment in English Language Arts and Math for students with significant cognitive disabilities
This is a very small set of students in grades 3-11 (approximately 5,500 statewide)
Student test window is the same as PARCC ELA/Math
DLM Test preparation
No Pre-ID pull.
KITE is open
Please update student information in the KITE system.
DLM SBD will be in May, 2016
We anticipate that the SBD process will be similar to what was used in spring, 2015, however, we are reviewing that process to see what improvements can be made.
Please note DLM will replace the previous 11th grade alternate assessment for (there will not be a separate collection for the 11th grade alternate)

58. Pre-ID/SBD Information 11th Grade College Entrance Exam and New 10th Grade Exam
CO will not be giving PARCC ELA/Math in 10th grade this year.
HB requires a new exam for students in 10th grade. This exam must be aligned to both Colorado Academic Standards and the 11th grade college entrance exam.
11th Grade College Entrance Exam
Colorado ACT has been used since Contract expired this summer.
New legislation (HB ) requires a procurement process every five years for both the 10th grade exam and the 11th grade college entrance exam.
CDE will know more about test dates and the data processes once the RFP process has been completed and a new contract awarded.

59. SBD Information Changes for 2015-16
We are working on ways to improve SBD, however the general process will not change significantly this year.
We are working with multiple assessments delivered by multiple vendors. We are looking to standardize as much as possible, but there will still be small differences between collections.
In the cases where CO is participating in a multi-state consortium to develop and administer a test (such as PARCC, DLM, and ACCESS for ELLs), our flexibility is limited due to the need to find solutions that will work for all participating states.

60. SBD Information Changes for 2015-16
Small improvements will be made
PARCC ELA/Math will be administered in one test window rather than two. This will eliminate the need to validate the merging of components through the summative file review process.
Both ELA/Math and Sci/SS will have the same test window and will use the same version of PearsonAccessnext. We are hoping that this will allow us to do a single SBD for all of CMAS. There are some scheduling contingencies that may prevent this from occurring, but this is our hope.
Scheduling considerations
SBD windows are still expected to be 7 to 10 days
CDE opens the SBD window as soon as possible after the completion of the test.
Cannot open SBD until we receive the score file from the vendor
Scoring and validating tests takes time – paper/pencil tests, human scoring of constructed response, etc.
CDE does not receive any data until we can receive all data
As a result of these factors, SBDs for March/April tests are typically not ready to open until June.
Goal is to have all SBDs done before 4th of July 60

61. Contact Information
Suggestions or Questions? Different members of the assessment data team are responsible for each SBD collection. If you have questions about a collection for a specific assessment, please contact the Assessment Unit staff member responsible for that collection. For general questions about SBDs, please contact Sarah Underwood or Jasmine Carey You can also call the general phone number for the Assessment Unit at and Margo will direct you to the person who can best answer your question.

62. SBD Pilot districts Changes for 2015-16
Any districts interested in piloting ACCESS extract to update vendor system?
CDE would like to work with a handful of districts to see if we can help extract information from the student interchange and use it to update the ACCESS vendor system.
Assuming this is helpful, will try similar approach with other vendors
Limited development resources at this time
Please contact me if you are interested
Kevin Smith 62

63. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 63

64. 11/16/2018
Weekly Maintenance 64

65. Tuesday weekly maintenance
Just a reminder CDE does weekly maintenance on Tuesdays between 5:00 PM and 10:00 PM.
Typically 15 to 30 minute outages
Need weekly maintenance – Correct defects
Implement requested changes
Please minimize use during this time. 65

66. 11/16/2018
Feedback 66

67. User sort fields on files
Based on feedback and multiple concerns – CDE will not add these fields at this time.
Appreciate all the feedback and the decision was made based on the amount of manual effort required to maintain the field does not match the value provided.
Multiple districts felt they would not use this field.
CDE will continue to review priorities and can revisit this option in the future. 67

68. How can CDE help? Concerns and feedback How can CDE help?
Do you have a system change you would like?
Defect CDE needs to correct?
System wide change?
Please contact me:
Kevin Smith

69. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 69

70. Next Town Hall: Thursday, December 3, 2015 9 a.m.-10 a.m.70