1. Data Pipeline Town Hall October 15th, 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
11/27/2018
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 End of Year
Special Education IEP Interchange
Special Education December Count
Data Pipeline Users Group
Data Pipeline - SBD Feedback for Improvement 6

7. Introductions 7

8. Open Collections in Data Pipeline8

9. Open Data Pipeline Collections
Year Round
Directory
Ensure that your Superintendent, Principals and Key Personnel are up to date.
Send in Non-Public student counts.
RITS
EDIS
Periodic
Finance (February 28th 2016)
Interchanges
All Interchanges are open 9

10. Open Data Pipeline Collections
Snapshots
Student End of Year (Cross LEA Validation ends October 22nd)
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. Open Data Pipeline Collections
Other….
Math Science Partnership will be in ADE - Now Open (October 31, 2015) 12

13. Civil Rights Data Collection13

14. 2013-14 Civil Rights Data Collection
As of Wednesday, October 14th 174 LEAs had certified. Thank you!
One additional LEA was more than 90% complete.
CDE Data Pre-population Survey
Sent October 13th to superintendents, primary and alternative CRDC contacts
Due date is Friday, November 6, 2015
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.

15. Non-Public Schools 15

16. Non-Public Schools
Mailings went out to Non-Public school requesting pupil count.
Forms will be sent to the District October Count Respondents.
Forward completed forms to:
Dennis St. Hilaire
Data Services Unit
201 E. Colfax Ave
Denver, Co 80203
Forms due to CDE by December 1st 2015
Recommend making copy of the forms that are mailed to District. 16

17. Non-Public School
Next year Districts will input non-pupil counts into Data Pipeline.
Non-Public schools lists are not up to date. We need to make this list clean!!!!!
Data now coming from Data Pipeline. Some of the data is over 5 years old.
Need assistance in making sure that the schools are in operation and addresses are correct.
Please notify me on closed non-public schools.
Notify me if the school is a public school and needs removal from this list.
Notify me if this school is open but does not report students.
If there are schools not on the list please have them complete a count form. 17

18. Non-Public Schools
Please notify me if a school is new or not on the list. Please include name of school, address, phone number, and grade ranges and I can add it to the non-public directory for use in October Count (CPP). 18

19. Student October 19

20. Student October 2015-2016 Student DEM and SSA Interchanges are open
Get your errors cleared!
Start Taking or Continue Taking Snapshots
See if there are errors you need help resolving
Snapshot errors must be addressed in DEM and SSA files 20

21. 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 21

22. 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 22

23. Student October 2015-2016 Retained Kindergartners
Lots of districts are asking about retained kindergarten students
Retained kindergarten students may be funded full time if:
The student was retained by a district decision
The student has an IEP and would have been in a grade beyond kindergarten if not for the IEP
These students will be coded as:
Student may be a full or part time student – 006 and 007
Student then have full-time funding – 80
These students will still generate an error – SP392
You must apply for an exception to get them counted 23

24. Student October 2015-2016 Enrollment Exception – Transfers
For students who enroll after October 1
If they are coming from Out-of-State/Country then you may claim a student who enroll before the end of the count window
If the student transfers from another Colorado district:
The student may be included in October Count if the student is not eligible for funding in prior district
Student did not meet enrollment and attendance requirements for the prior school district on the other district’s count date. 24

25. Student October 2015-2016 Continuous Enrollment Fields
After the discussion last week:
Student School Association file layout (Updated)
Colorado Continuous:
Mark as one if student has been enrolled since 10/1/2013
Will only be used for 3rd graders and above
If data isn’t perfect for October Count
First pull will be November 12, 2015
Edits will need to be made later for students that transfer schools, districts, or across state boundaries 25

26. Student October 2015-2016 More information on the collection
Student October Schedule
More information on the collection 26

27. Student October
Contact information
Morgan Holmgren
Phone: 27

28. Student End of Year 28

29. Deadlines
Due to the promptness of districts in submitting their Phase I data, the Cross LEA Validation phase is now open!
District will need to check their Cross LEA validation errors and submit adjustments by Thursday, October 22nd
Cross LEA adjustments will allow districts to reclaim dropouts from prior collection years and improve their graduation rates
Districts must log into the Cognos EOY Cross LEA Edit Report to see the full list of Cross LEA warnings 29

30. Frequently Asked Questions
The number of Cross LEA Validation Errors and the Cross LEA Edit Cognos Report will not change even after adjustments and edits have been made
If the Cognos EOY Cross LEA Edit Report says that you have no data available, there are no Cross LEA warnings in your data
Warnings SE801, SE803, SE804, SE805, SE806, SE809, SE810 require districts to create an all new Adjustment file. You should not change the SSA to address these warnings
Warnings SE802, SE807, SE808 and SE811 ask districts to adjust their SSA file. SE802 require collaboration between districts. Please do not wait to contact the other district. 30

31. Additional Training Narrated instructions in the 9/24 Townhall
Narration for EOY Cross LEA validation begins at 18:50
Training materials for LEA Cross Validation
Step by step instructions:
Districts will need to contact Duncan Anderson to have their snapshot unlocked in order to resolve errors 31

32. Contact information
Please send any questions or data unlock requests to: Duncan Anderson 32

33. Student End of Year 33

34. Deadlines
District will need to check their Cross LEA validation errors and submit adjustments by Thursday, October 22nd
TWO WEEKS!
Districts will need to contact Duncan Anderson to have their snapshot unlocked in order to resolve errors:
Districts must log into the Cognos EOY Cross LEA Edit Report to see the full list of Cross LEA warnings.
If you cannot select the school year for that report, it shows your district doesn’t have and warnings. 34

35. Frequently Asked Questions
The number of Cross LEA Validation Errors and the Cross LEA Edit Cognos Report will not change even after adjustments and edits have been made.
Warnings SE801, SE803, SE804, SE805, SE806, SE809, SE810 require districts to create an all new Adjustment file. You should not change the SSA to address these warnings.
Warnings SE802, SE807, SE808 and SE811 ask districts to adjust their SSA file. SE802 requires collaboration between districts. Please do not wait to contact the other district. Please notify the other district when finished.
You can review the Cognos report “EOY All Membership Base Adjustments made for the AYG” to see that your adjustments have been accepted. 35

36. Additional Training Narrated instructions in the 9/24 Townhall
Narration for EOY Cross LEA validation begins at 18:50
Training materials for LEA Cross Validation
Step by step instructions: 36

37. Contact information
Please send any questions or data unlock requests to: Duncan Anderson 37

38. Special Education End-of-Year38

39. THANK YOU!! Status All Final Snapshots have been submitted to CDE
Reports should be submitted to the Data Management System by the end of work today.
Ready to Finalize and load the Data Warehouse
THANK YOU!! 39

40. 11/27/2018
Special Education IEP 40

41. What is the Special Education IEP Interchange?
Set of 2 files which contain Special Education data for the school year:
Special Education Child
Contains data related to the student’s demographic and contact information
Special Education Participation
Contains data related to the student’s participation in special education.
This information is used to make up the following snapshots:
Special Education December Count
Special Education End-of-Year
Special Education Discipline 41

42. Link to Resources
File Layouts Business Rules Trainings Pupil’s Attendance Information Additional Links Summary of Changes In the process Template Coding Tables IEP Training 42

43.
Monday, October 19, Open the IEP Interchange (Child/Participation) Grade Level Field was moved from Child and added to the Participation file to align with the School data. Necessary to finalize the Special Education End of Year first Enrich and the Data Pipeline prepping for the modification. CDE will notify SPE Group Respondents when the interchange is available The staff interchange opened October 1st – allowing respondents the opportunity to upload staff 1st and then add IEP data 43

44. Where to focus attention and when
October 1: Upload Staff Profile and Assignment Files
Work on correcting Interchange Errors
October 19: Upload IEP Child and Participation Files
November 10: The following Interchange Files must have been submitted
Special Education IEP Child
Special Education IEP Participation
Staff Profile
Staff Assignment
December 1: Official Annual Count Date 44

45. I before S
Before looking at Snapshot errors if you’ve created a Snapshot be sure there are no Interchange Errors. Having Interchange Errors while trying to fix Snapshot Errors can be much like going down the rabbit hole if all the data is not included in the Snapshot especially as the snapshot errors relate to caseload matches 45

46. Special Education December Count
11/27/2018
Special Education December Count 46

47. Timeline/Trainings 47

48. Contact information
Kristi Gleason (303) Lindsey Heitman (303) Orla Bolger (303) S Include District # and Administrative Unit # Phone Number in your Subject of the 48

49. Data Pipeline Users Group
11/27/2018
Data Pipeline Users Group 49

50. Data Pipeline Users Group
Meeting last week
EL Edits - error messages updated this week
Removed duplicates
RITS Match tool improvements will be moved middle of November
Discussion on using sasid in communication
Districts understand concern of using sasid
Need a solution if unable to use sasid
First intial and last initial is not enough information 50

51. Data Pipeline Users Group
Meeting last week
Concerns about data reports
Printing reports takes a significant amount of time
Need a way to print multiple reports at once
IEP Interchange
Request to open IEP interchange sooner
September 51

52. Data Pipeline Users Group
Meeting last week
SBD Concerns
Pre-Ids are pulled too early
Have to clean up the data before test windows
Want to provide minimal amount of data during Pre-Ids and testing
Does not want CDE to upload files
Save majority of the work for the SBD window
SBD process is very manual and time consuming 52

53. Data Pipeline Users Group
Meeting last week
READ collection feedback
Recommend reporting a fall test date and score instead of excluding students who are at grade level in the fall.
Facility Code resources
Majority use the CDE website for this information
Feedback on both End of Year collections and timing
Agencies really appreciate the work Orla did to help identify dropouts.
Hard to keep the General Education End of Year and Special Education End of Year in sync 53

54. Student Biographical Data
11/27/2018
Student Biographical Data 54

55. 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

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.
ELA/Math will have a single test window instead of two
Both ELA/Math and Sci/SS will be on a single vendor system (PearsonAccessnext)
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, 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 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 Pre-ID
Student registration into the vendor system (KITE) was rolled over from last year’s participants. Therefore, a Pre-ID pull was not performed.
KITE is currently open so that Districts can update student demographics and enroll any new students eligible for this alternate test.
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 Feedback from 2014-15
We know that SBD took a lot of time and effort in Sorry for the frustration!
CDE is reviewing the SBD process and appreciates your feedback
We have heard both the good and the bad from you, including:
SBD are the easiest collections
SBD timing (summer) is terrible
Districts need more notification about the SBD process and deadlines
Many additional and specific ideas and suggestions

60. 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 still gathering requirements and identifying issues
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.

61. 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 61

62. 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.

63. Feedback for improvement
11/27/2018
Feedback for improvement 63

64. How can CDE help?
Concerns and feedback
How can CDE help?

65. Next Town Hall: Thursday, October 22nd, 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, October 22nd, 2015
9 a.m.-10 a.m. 65