1. Data Pipeline Town Hall November 5th, 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
Teacher Student Data Link (TSDL)
SBD/PreCoded 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 (Open September 1st – November 10th)
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 Wednesday, November 4th 178 LEAs had certified. Thank you!
CDE Data Pre-population Survey- JUST TWO DAYS REMAINING!
Sent October 13th to superintendents, primary and alternative CRDC contacts
Due date is Friday, November 6, 2015
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 October November
Official count date: Thursday, October 1
Submit Student Interchange files (DEM, SSA): Friday , October 9
Complete Interchange Level edits: Friday, October 16 (suggested)
Create a Student October snapshot: Friday, October 23
Pass majority of Student October snapshot edits: Friday October 30 (suggested)
October
Address final issues, review and approve data reports by November 10
Collection Closes: Tuesday, November 10
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 18

19. Remaining Steps
Get Error Free
Validate Data
Submit 19

20. Potential Issues Cognos Reports Tagging ECARE Students ELPA Report
Remember to be consistent with October Tagging 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. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 24

25. Special Education December Count25

26. Focus for the week
Friendly reminder Interchange File data for Student, IEP, and Staff is due November 10th.
Who is reporting staff data should already be determined and the respondent with the STF role in the process of uploading data.
The Special Education December Count Snapshot became available November 2nd. 26

27. Template If you are using the template to create IEP files
Click save-as on the data pipeline website.
Do NOT open the template from the web browser.
Open the template where you saved it.
When you open the template, enable the spreadsheet
Please read the instruction page
Add your Administrative Unit Number to the cover page
Copy all data that you want to report from another source EXCEPT data in the Admin Unit field
When you paste the data into the template begin pasting in cell B2.
Remember to choose copy paste special values.
If you included your Admin Unit code in the cover page it will automatically populate in the spreadsheet.
Do NOT insert a row in the template. Add new records to the bottom of the sheet after the last row of data. Sort if applicable.
When you create the file you can name it what you want. We suggest having a versioning system. You may need to go back to a former version at some point.
The file will save where you saved the template.
The file will be created as an XLS spreadsheet.
Be sure when you upload the file to the Data Pipeline that it’s not open. 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!) 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. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 30

31. 11/21/2018
Human Resources 31

32. Schedule Overview November December January February 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 by the 13th
Review Reports
Assist with Special Ed Duplicate Process
February
Snapshot finalized by the 11th 32

33. Business Rule Issues
HR079: Principal Quality Standard 7 must be >00 for all principals when the Overall Performance Rating = 01, 02, 03, 04
Errors when Quality Standard 7 is reported as 05 incorrectly
ST188 – Number of Classes taught is required for teachers:
Modifying to only check when employment status code is 11, 12, 13, or 23 (active).
Licensure data is having some issues, causing the following errors and warnings incorrectly:
EHR058, WHR094, EHR106 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. Teacher Student Data Link (TSDL)
11/21/2018
Teacher Student Data Link (TSDL) 36

37. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 37

38. SBD/Pre-coded Id 38

39. Pre-ID/SBD Information ACCESS for ELLs
ACCESS for ELLs pre-ID pull - Thursday, Nov. 12, 2015
Automatically pull the data
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

40. 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 40

41. 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)

42. 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.

43. 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.

44. 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 44

45. 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.

46. 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 46

47. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 47

48. 11/21/2018
Weekly Maintenance 48

49. Tuesday weekly maintenance
CDE will NOT be doing weekly maintenance this Tuesday
Student October deadline
No planned outage 49

50. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 50

51. 11/21/2018
Feedback 51

52. 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 52

53. 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 53

54. 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? 54

55. 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

56. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 56

57. Next Town Hall: Thursday, November 12th, 2015 9 a.m.-10 a.m.
THANKS FOR PARTICIPATING TODAY!
Next Town Hall:
Thursday, November 12th, 2015
9 a.m.-10 a.m. 57