1. Data Pipeline Town Hall October 29nd, 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
Staff Interchange
Special Education December Count
Human Resources
Teacher Student Data Link (TSDL)
Student Biographical Data 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 End of Year (Post Cross Validation Phase now open)
Student Interchange
Title I
SPED IEP
Directory
RITS 10

11. Open Data Pipeline Collections
Snapshot
Student October (Open September 1st – November 10th)
Student Interchange
Title I Interchange
Directory
RITS 11

12. Civil Rights Data Collection12

13. 2013-14 Civil Rights Data Collection
As of Wednesday, October 28th 177 LEAs had certified. Thank you!
CDE Data Pre-population Survey- JUST ONE WEEK 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.

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. Student October 16

17. Student October 2015-2016 We are almost there
If you still have errors, keep working through them
Run your snapshot
Validate your Data
Begin Submitting 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. Student October 2015-2016 Exceptions
There is a new exception request form online, please use it if possible
Submit exception requests via Syncplicity
Let me know you need to request an exception and a folder will be shared with you
Upload your exception requests
We will review and load approved and comment on others 19

20. Student October 2015-2016 Tagged Records
OCT tagged versus Untagged records
Be consistent
If you have OCT tagged records and don’t want to use the Tag
Go to Batch Maintenance and delete the tagged file
If you are using OCT tagged, use it for all files that you are using for the snapshot
When creating your snapshot use the Tagged Records only in this case
When looking at error reports specify the Tag you used
The default is ALL, which can show errors for both
Creating a snapshot
If you use Tagged and Untagged records, the snapshot will pull the tagged records first 20

21. Student October 2015-2016 Free and Reduced Lunch
To clarify: Status for students should be reported as of October 1st
For data management we realize this is not simple
Suggestions:
Use the OCT Tagging option to create a file that won’t be updated with new FRL information
If it will make things easier for you take advantage of the rollover option
If Oct 1 was within the first 30 school days you may rollover your FRL eligibility data from last year. If it isn’t you can request a waiver of this rule from FAST, this year only. 21

22. Student October 2015-2016 At Risk Funding field in Snapshot Records
In your snapshot records there is a field called “At Risk Funding”
This is not a list of all students who receive At Risk Funding
This flag indicates a student is:
Coded as NEP or LEP
In grades 3-12
And has been enrolled in Colorado for less than 3 years 22

23. Student October 2015-2016 If you are done or almost done:
Check in Cognos Reports
To make sure your data looks correct
Students aren’t missing or improperly included
There is a document on the October Count website:
Under Reports:  Cognos Student October Report Definitions
Summary of Pupils Being Reported by Another District
Use this report to identify possible duplicate students
Contact the district to resolve duplicates before the duplicate count process 23

24. Student October 2015-2016 More information on the collection
Student October Schedule
More information on the collection 24

25. Student October
Contact information
Morgan Holmgren
Phone: 25

26. Student End of Year 26

27. Deadlines The Post Cross LEA Phase is now open!
All districts must correct their Post Cross LEA errors before the deadline of December 3rd.
If your district requires an exception, please contact Duncan Anderson to must submit adequate documentation:
DO NOT fax/ the Superintendent signoff sheets until after December 3rd 27

28. Frequently Asked Questions
Please check the EOY Error Detail Report with the Workflow Step - Post Cross LEA Edits selected for Post Cross LEA
You do not need to have your snapshot unlocked to change the exit types of students in error. Please check the Post Cross LEA Validation Error Update checkbox and use the Update Snapshot button in the Snapshot menu.
Please use Syncplicity for submitting Adequate Documentation forms to CDE. Do not send scanned forms as attachments. 28

29. Additional Training Training materials for Post Cross LEA Validation
Step by step instructions:
Several of the processes for the Post Cross LEA Validation process are different that previous phases. Please review the step by step guide for more details. 29

30. Contact information
If You Have Any Questions, Please Contact : Duncan Anderson 30

31. Staff Interchange 31

32. Interchange files expected to uploaded at least once by:
Schedule Reminder
Interchange files expected to uploaded at least once by:
(This is less than 2 weeks away)
Tuesday,
November 10th 32

33. Updates
Number of Classes- Required for all CORE CONTENT AREA Teachers (all grades)
Core Content Areas include:
General Elementary Education
Music
General 7th/8th Grade
Natural Science
Art
Social Sciences
English Language Arts
Co-Alt (for special education only)
Foreign Languages
Classical Languages
Special Education
Mathematics 33

34. Resources Contacts: Annette Severson at: severson_a@cde.state.co.us or
File layouts
Summary of changes
Timeline – provides more detail
Business Rules
Templates
Trainings – power points and recordings posted
Contacts:
Annette Severson at: or
Kristi Gleason at

35. 11/21/2018
Special Education IEP 35

36. Special Education IEP Interchange
IEP Interchange Files
December count Lens
Special Education IEP Interchange 36

37. How’s it going?
On October 19th we opened the data pipeline to allow Administrative Units the ability to upload Special Education IEP Child and Participation Files. To date 26 Administrative Units have uploaded IEP data Just a couple weeks away all Administrative Unit and District respondents will need to have uploaded IEP, Staff, and Student data. (Records do not need to be error free but they need to have processed). Need some help? Let us know! 37

38. File Won’t Process Trouble with an error
If you have a file that is not processing we can work with you to get it over to us to see what the issue might be. Please don’t send the file over via . Make sure you’ve run the file through format checker and you look at the expected bytes of the field and then the actual bytes of the field you are reporting.
Please do not send over error reports modified or not. We have access to them and can view them on this end.
We can also work with you through Team Viewer 38

39. Helpful Resources Special Education IEP Interchange
Trainings
Special Education IEP Training Power Point
Additional Resources
How to load the Special Education IEP Files
December Count Educational Environments 2015
Pupil’s Attendance Information Codes
Additional Resources available under Snapshot December Count
Student and Staff Code Tables 39

40. Pupil’s Attendance Information
A-SIDE
B-SIDE
Pupil’s Attending an Educational Program Operated by the Reporting Administrative Unit
Pupil’s Attending an Educational Program Not Operated by the Reporting Administrative Unit
IN-DISTRICT
OUT-OF-DISTRICT
PARENTALLY PLACED IN PRIVATE SCHOOL
STATE OPERATED PROGRAM
If after reviewing the chart you still have questions, us!
Please remember to include the following information in your
How did the student get-----(there)?
Is the student on an IEP?
What type of setting is the student in?
How was the student placed in this setting ?
Who is providing the services?
Who is paying for the services? 40

41. Educational Environments
Codes are strictly determined by the Age of the Student as of December 1.
A general misconception is that the codes go by grade.
Another challenge is changing the data prematurely so age and code get out of sync.
Check out the Educational Environment Document posted on the Data Pipeline Website to determine the code that is most appropriate for the student. 41

42. Error Reports
If you don’t see any data next to an error in an error report this typically means that the system is reading blank rows in the file. This most likely is because there is some kind of character in a cell below your data that is generating an error. Be sure when you check batch maintenance that you have the expected number of records included.
We suggest you download a new template or create the file again and then reupload the file. 42

43. Template Be sure to first read the instructions page.
From the Data Pipeline right click on the template and choose ‘Save As”. Do not open the template from the web browser. Open the template where you saved it. When you create files they will be saved in the same location.
On the Cover Page Tab provide your Administrative Unit Number
If you are copying data from another source, be sure you do not include the Administrative Field when you copy the data and when you paste the data in the template you start on column B and you use Copy Paste Special Values.
Once you have pasted the data using Paste Special Values the Admin Unit code will populate.
Problems arise when data is not properly pasted to ensure you aren’t overriding conditional formatting. 43

44. Give it a try
If you haven’t begun the process of uploading IEP files to the data pipeline give it a try in the next couple of days and let us know how it went for you. 44

45. Special Education December Count
11/21/2018
Special Education December Count 45

46. Timeline
Snapshot is slated to be available November 2nd A Communication of the Opening will be sent out 46

47. Resources http://www.cde.state.co.us/datapipeline/snap_sped-december
Overview
Deadlines
Structure efforts around built in deadlines
File Layout
Updated Purpose and Criteria
Business Rules
Will be posted prior to opening
A word about Caseload Matches
Trainings
Special Education December Count 2015 (Stay Tuned Posted Soon)
Personnel Qualification & Reporting Guidelines
Staff Qualifications by Assignment
Additional Links
December Count Exception Instructions and Template
New Staff and Student Code Lists 47

48. In the works
What Reports Require a Signature by the Special Education Director.
Adding a check box to Data Validity Certification Reports so you can check them off as they are signed by the Director
Acceptable Report Format
Flag Explanation Template
Process for uploading the reports to the ESSU Data Management System
Coding Scenarios for Staff 48

49. 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!) 49

50. Human Resources Snapshot50

51. Schedule Overview November December January February Opens on the 2nd
Training on the 2nd
Upload Interchange files at least once
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 51

52. Review Human Resources Training on November 2nd from 2 to 3 pm
Register at:
Identity Management Roles
HUMAN RESOURCES SNAPSHOT ROLES
VIEW ONLY
HRD~LEAVIEWER
CREATE
HRD~LEAUSER
FINALIZE/SUBMIT TO CDE
HRD~LEAAPPROVER 52

53. Resources Staff Interchange: Human Resources: Contact:
Human Resources:
Contact:
Annette Severson: 53

54. Teacher Student Data Link
11/21/2018
Teacher Student Data Link
(TSDL) 54

55. TSDL Process Teacher Student Data Link Student Data Interchange
Local Course Codes Mapped to SSCCs
Staff Data Interchange
Student Data Interchange 55

56. 14-15 Lessons Learned Role confusion in CDE IDM.
11/21/2018
14-15 Lessons Learned
Role confusion in CDE IDM.
Who can do what? Better resources.
TSL is for the interchange. TLS is used for the snapshot.
Some SIS data can’t be retrieved once the school year is rolled over to the new year.
Going to support districts to submit data as an “end of year” activity
Significant amount of processing time was required to process the snapshot.
By refining the collection to specific subjects and grades it is expected to reduce the size of the files substantially and therefore reduce processing time.
Course Codes and Staff data must be updated for the TSDL interchange files to be error free.
If Course Codes are not updated/completed, every record in each of the interchange files will have an error.
If Staff data is not updated, possible EDID errors will occur.
CRDC Support
Approximately 40% of the Civil Rights Data Collection can be provided through the TSDL collection.
Toby will provide more context for sub-bullets. (DONE: TK)
Annette, check the fourth and fifth blue bullets. 56

57. TSDL Collection Refinement
11/21/2018
TSDL Collection Refinement
Beginning with the school year CDE has identified specific courses to be submitted where there is a matching state assessment K-12
Reading/Writing/Communicating Courses (English/Language Arts)
Math Courses
Social Studies Courses
Science Courses
State Assessments
CMAS (ELA-CSLA, Math, Science, Social Studies)
CoAlt (Science and Social Studies)
CoAlt DLM (ELA and Math)
ACCESS for ELLs ®
Colorado ACT (subject related) or new assessments for grades 10 and 11.
Toby can update (Done TK)
Joslyn, review 57

58. 2015-16 File Updates Course Instructor file Course Enrollment file
Staff Role – will create a warning if reported N/A
Course Enrollment file
Verified field will create a warning if reported N/A
Credit Earned is no longer required
Course Completion Status is now required
Student’s grade level has been added and is required (CRDC requirement) 58

59. Important Dates Statewide Standard Course Code Submission Interchange:
Open year round
Must be completed prior to uploading TSDL interchange files
No later than February 12, 2016
Interchange:
Open beginning November 2, 2015
Will remain open throughout the year
Snapshot:
Opens Monday, February 29, 2016
GOAL: “Submit to CDE” by June 30, 2016
Finalize by Friday, August 26, 2016 59

60. Prior to Submitting TSDL Files
11/21/2018
Prior to Submitting TSDL Files
All Local Course Codes Mapped to the Standard Course Codes
Deadline of February 12, 2016 (if this is not up-to-date, every record will be an error)
Student Data must be submitted in Student Interchange Files
All students in TSDL Files must be in the student interchange
Staff Data must be submitted in Staff Interchange Files
All educators in TSDL Files must be in the staff interchange
TK Changed the sequence on this slide 60

61. Teacher Student Data Link Identity Management Roles Required
Local Access Manager (LAM) will need to assign you prior to logging into Pipeline
For uploading the files to the interchange
TSL_LEAUSER – submit and modify interchange data
TSL_LEAVIEWER – View the data only (not modify or submit)
To create a snapshot:
TLS_LEAAPPROVER – View, create and submit/finalize snapshot
TLS_LEAUSER – View and create snapshot data
TLS_LEAVIEWER – View data only (not create)
Can only be assigned one role per IDM Group (TSL or TLS) 61

62. TSDL Snapshot Resources
11/21/2018
TSDL Snapshot Resources
TSDL Snapshot Documentation found at:
Deadlines
File layouts and definitions
Defects
Trainings – updated webinar will be posted November 10th
Contact Information:
Joslyn Robich –
Annette Severson –
Update Later 62

63. Student Biographical Data
11/21/2018
Student Biographical Data 63

64. Pre-ID/SBD Information ACCESS for ELLs
ACCESS for ELLs Overview
English Proficiency exam for English Learners in grades K-12
Consists of four domains: Listening, Reading, Speaking, & Writing
Redesigned for New test (ACCESS 2.0) is available online as well as on paper for students in grades 1-12, Kindergarten ACCESS test is still exclusively paper-based.
Student test Window is 1/11/16 – 2/12/16
ACCESS for ELLs pre-ID pull will be Nov. 12, 2015
Pulled from student interchange tag of none
Please make sure data is uploaded
ACCESS for ELLs SBD will be in March, 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

65. 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
Pulled from student interchange tag of none
Please make sure data is uploaded
CMAS SBD is expected to be in late June or early July, 2016
Reviewing process and looking for improvements
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 65

66. 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)

67. 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.

68. 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.

69. 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 69

70. 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.

71. 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 71

72. 11/21/2018
Weekly maintenance 72

73. 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. 73

74. Feedback for improvement
11/21/2018
Feedback for improvement 74

75. 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

76. Next Town Hall: Thursday, November 5th, 2015 9 a.m.-10 a.m.
               
“It was June, and the world smelled of roses. The sunshine was like powdered gold over the grassy hillside.” ― Maud Hart Lovelace, Betsy-Tacy and Tib
THANKS FOR PARTICIPATING TODAY!
Next Town Hall:
Thursday, November 5th, 2015
9 a.m.-10 a.m. 76