1. Data Pipeline Town Hall January 18th, 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
Special Education December Count
Human Resources Collection
EDAC Data Burden Survey
SBDs for Assessment
Student End of Year

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
11/23/2018
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. Special Education December Count

12. 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.
December 1st
Official Count Date
December 14th
Snapshot Created
December 21st
Interchange files error free (IEP/STAFF)
ALL Data that is to be reported is reported and meets the special education December Count Criteria
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 –

13. Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Review
By December 21st
all IEP/Staff data that is to be included is included
Special Education Data meets the IEP/Staff Snapshot criteria
reminder went out 01/17/2018
All Interchange errors are resolved
Kristi Gleason –

14. January 18th, 2018 Thursday, January 18, 2018
Date by which you must have generated your Complete Special Education December Count Snapshot dataset by passing all Interchange and Snapshot validations in preparation for report review.
Complete December Count Snapshot
All Special Education December Count records are submitted and have passed all Interchange and Snapshot validations.
All required fields are reported
Friday, January 19, 2018 – Thursday, January 25, 2018
Snapshot Report Review - STAFF and STUDENT. This is your opportunity to review reports in detail and make any data corrections you deem necessary to make sure you are reporting valid and reliable data.
NOTE: Administrative Units – please contact your District HR staff ahead of time to ensure that they set aside this window to review STAFF records.
Thursday, January 25, 2018
(STATE DEADLINE)
Date by which the Administrative Unit must have created a Complete Special Education December Count Snapshot in Pipeline, electronically verifying that the STAFF and STUDENT data submitted are valid and reliable. Administrative Units will upload signed Staff and Student Data Validity Certification Reports through the Data Management System on the Profile tab.
The following signed reports are due:
Staff Data Validity Certification Report (1 page)
Student Data Validity Certification Report (1 page)

15. 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.

16. 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, January 22, 2018
9:00 am – 10:30 am
Report Webinar
Tuesday, January 23, 2018
1:00 pm – 2:30 pm
Tuesday, February 6, 2018
Technical Assistance Around Final Steps toward Collection close 02/15/20148
Kristi Gleason –

17. Current BUGs/Reporting Issues
ESSA Endorsement and License check issues
Modified DC234 to a warning
DC243 Error on School Wide – remains an error. Appears to be legitimately triggering. Look to hear from CDE on staff that don’t have a valid license.
SAM Warnings – valid licenses appear to be showing up now (DC ). Looking now to ensure added endorsements are accurately reflected in the feed.

18. License Feed
Once we know the license feed is accurately reporting data we may need folks to create snapshots. Please be ready when CDE provides notification. Thank you

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. Human Resources

21. 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

22. Special Education Staff Report Review
Review week is January 18th – January 25th
Report available in Cognos -> Human Resources
Updated each time the HR snapshot is created
For all Special Education staff reported in your district displays:
AU Code, District Code, School Code, SSN, EDID, Last Name, First Name, Middle Name, Job Class Code, Teaching Subject Area, Hours Worked Per Day, Number Contract Days, FTE and Grant Project Fund
Collaborate with Administrative Unit if any data records are incorrect for your district

23. Records Criteria
ALL of the following criteria must be met for record to be included in the HR Snapshot:
Pull all error-free records from the Staff Assignment Association file that match the following criteria:
Start date is December 1st or prior to December 1st of reporting school year
End Date is either blank or post December 1st of the reporting school year
Special Education Assignment Flag is coded 0 (non- Special Education)
Job class codes are not equal to 632 (Temporary/Part- time Worker As Needed) or 634 (Student Worker)
Employment Status Code = 11, 12, 13, 23, 25 or 26.

24. License Edit Issues
HR208 – Teachers funded with Title I (either job class code 206 or at a school wide Title I school) are required to hold a valid license.
Edit is in review/being tested.
License information was updated yesterday ( ) and currently I am in the process of verifying if all licenses are now included
HR200 – endorsement not found for teaching subject area
Edit was modified to warning.
Grade level is not a factor in edit
License information was updated, including endorsements. Verifying if this also corrected this edit

25. 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.
Thank you for your patience, I am responding as quickly as possible.

26. EDAC Data Burden Survey
Due: February 9, 2018
Three weeks remaining

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

28. 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

29. EDAC Data Burden Survey
Thank you!!!
EDAC needs your participation to make our point.
Due date: Friday February 9, 2018
9 responses submitted 
(7 districts, 2 administrative units)
Jan Petro

30. Pre-Id Pull for Assessment

31. 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

32. 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

33. 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.

34. 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.

35. 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

36. Tentative 2018 SBD Review Dates
Assessment
Tentative Review Dates 1
ACCESS for ELLs
March 15th-March 28th 2
CO PSAT/SAT
May 17th-May 24th 3
CMAS
Science/Social Studies and ELA/Math (including CSLA)
CoAlt Science/Social Studies
May 21st-May 31st 4
CoAlt DLM
May 30th-June 6th
Updated SBD manual and SBD training webinars coming soon!

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

38. Student End of Year

39. Data Release Duncan Anderson 303-866-6970
Noon today will be the public release of the graduation and dropout rates
State rates were sent out to districts today for review prior to release
If you do receive questions from reporters, you can direct them to contact CDE communication department
Reach out to Duncan Anderson with questions about rates:

40. 2017-18 End of Year Duncan Anderson 303-866-6970
We are ramping up to the soft open on the end of year in mid-February
If you have questions about the student interchanges or the End of Year snapshot, please let me know.

41. Thursday, January 25th, 2018! 9 a.m.-10 a.m.
Thank You
Humor for the day:
If you can’t get your work done in the first 24 hours, work nights. 
Next Town Hall:
Thursday, January 25th, 2018! 9 a.m.-10 a.m.