1. Data Pipeline Town Hall November 12th, 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
11/21/2018
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
Non-Public Schools
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 20th)
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 12th 181 LEAs had certified. Thank you!
Two additional LEAs are more than 99% complete. 
CDE Data Pre-population Survey-
Sent October 13th to superintendents, primary and alternative CRDC contacts
Thank you for your responses!!!
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. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 13

14. Non-Public Schools 14

15. Attention of: Dennis St. Hilaire
Non-Public Schools
If you receive a form from a Non-Public school make a copy for your records then send it to:
Or FAX it to:
Attention of: Dennis St. Hilaire
Please let me know if a school is closed or if you know of a non-public school within the boundaries of your district so we can add it. 15

16. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 16

17. Student October 17

18. 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: Today
Duplicate funding documentation due: Friday, November 13  (three days following collection closing)
Audit reviews and makes a decision: Wednesday, November 18 (the week before Thanksgiving week)
Resubmissions due: Friday, November 20
November
Submit signature verification form: Friday December 4th
December 18

19. Duplicate Process
FAST will be in touch with districts that have possible duplicates:
Creating Syncplicity Folders:
Do not use the folders for the Student Interchange:
XXXX – DISTRICT NAME – Student
Do not send duplicate documentation to Data Services
Cross-LEA Validation
will go out to LEA Approver in districts with a possible audit exception.
Once process runs you can also check Audit Exception Report in Cognos 19

20. Editing Your Data Snapshots are locked Reasons to make changes
We will not be unlocking data right now
There will be a chance next week to unlock submitted snapshots and recreate and resubmit
Editing Student Demographic Files and Student School Association Files is still open
Reasons to make changes
FAST requests a change
CPP/ECARE slots reassigned
District data needs to be modified
Snapshots must be submitted on November 20th
No Exceptions 20

21. 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: 21

22. Student End of Year 22

23. Quick Info Post Cross LEA Validation Closes 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: 23

24. Updating Your Snapshot24

25. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 25

26. Special Education December Count26

27. Focus for the week
November 10th - deadline to ensure interchange files were successfully uploaded. We will take a closer look at the status of staff files this week. Student was in pretty great shape!
Now that the Staff and Student files are 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 criteria. This is especially true for the caseload checks. Time is wasted on these errors due to not all the staff and student records making it to the snapshot. 27

28. 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! 28

29. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 29

30. Human Resources Snapshot30

31. Schedule Overview
As of today: Staff Profile and Staff Assignment files should be uploaded by all LEAs
November
Opens on the 2nd
Upload Interchange files at least once by the 10th
December
Official count date on the 1st
Create snapshot at least once by the 8th
January
Snapshot error free on the 13th
Review Reports
Assist with Special Ed Duplicate Process
February
Snapshot finalized by the 11th 31

32. Business Rule Issues Resolved
HR079: Principal Quality Standard 7 must be >00 for all principals when the Overall Performance Rating = 01, 02, 03, 04
Working as expected 32

33. Business Rules Issues
Licensure data is having some issues, causing the following errors and warnings incorrectly:
EHR058, WHR094, and EHR106
HR074: Principal Quality Standard 2 must be >00 for all principals when the Overall Performance Rating = 01, 02, 03, 04
Errors when Quality Standard 2 is reported as 05 incorrectly
HR101: Title I status is causing an issue 33

34. Resources Staff Interchange: Human Resources: Contact:
Human Resources:
Training was posted and now available in case you missed it!
Contact:
Annette Severson: 34

35. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 35

36. Data Pipeline System 36

37. Good News
Data Pipeline system performed well through the busiest time of the year
Cognos remained up throughout Student October
File uploads performance has improved
Student October snapshots complete in under a minute on average. Almost all snapshots complete in under five minutes 37

38. Fewer panic system calls
Thank you to CDE’s IMS and development team for their hard work on improving the system
Still areas to improve, but the system has matured
Support was more focused on data issues rather than system issues 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. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 41

42. SBD/Pre-coded Id 42

43. Pre-ID/SBD Information ACCESS for ELLs
ACCESS for ELLs pre-ID pull - TODAY
Thursday, Nov. 12, 2015
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

44. 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 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 44

45. 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)

46. 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.

47. 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.

48. 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 48

49. 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.

50. 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 50

51. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 51

52. 11/21/2018
Weekly Maintenance 52

53. 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. 53

54. Questions?
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. 11/21/2018
Feedback 55

56. User sort fields on files
A district and administrative unit have requested a user defined text field be added to Student Demographics, Staff Demographics, and IEP Participation file
This would be a text field CDE would not use, but could be used by districts or administrative units to store information about the record. This would then display on error report.
Example: A district could fill the school code on the student demographic file. This school code would be displayed on the error report 56

57. User sort fields on files
Example: Add this type of field to READ file to store the grade.
Field would be optional and could be left blank
District or Administrative unit would need to fill a value if they wanted to use it.
CDE would display it on the report, but never use the field for processing 57

58. User sort fields on files
What are your thoughts?
Would you use this type of field?
How would the field be filled?
Would vendors add a field which could be filled in the Student Information System or other systems?
Concerns? 58

59. How can CDE help? Concerns and feedback How can CDE help?
System performance?
Interest in trying to batch reports in Cognos?
Please contact me:
Kevin Smith

60. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 60

61. Next Town Hall: Thursday, November 19th, 2015 9 a.m.-10 a.m.61