1. Data Pipeline Town Hall January 29, 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. Introductions 3

4. Today’s Agenda Open Collections in Data Pipeline Human Resources
11th Grade Alt Assessment
Student End of Year
Course Codes
October Count
SASID Lookup
Special Education December Count
Special Education Discipline 4

5. Open Data Pipeline Collections5

6. Open Data Pipeline Collections
Year Round
Directory
RITS
EDIS
TSDL – Interchange open 6

7. Open Data Pipeline Collections
Snapshot
Special Education December Count (January 22th – February 3rd 2015 AUs research and make file changes to resolve duplicate and data validity issues)
RITS
EDIS
Directory
Special Education IEP Interchange
Student Interchange
Staff Interchange
Special Education December Count Snapshot 7

8. Open Data Pipeline Collections
Snapshot
Human Resources (January 30th 2015 HR Snapshot error free to provide adequate time to review HR reports for accuracy)
EDIS
Directory
Staff Interchange
Human Resources Snapshot 8

9. Open Data Pipeline Collections
Snapshot
11th Grade Alternate Assessment
Student Interchange
Directory
RITS 9

10. Human Resources 10

11. Timeline Goal dates (not required)
Friday, January 30th 2015 – HR snapshot error free to provide adequate time to review HR reports for accuracy
Deadline - Friday, February 20th 2015
Required to have HR snapshot error free and finalized before or on this date
No penalties to finalize early

12. Technical Assistance (TA)
Requests for TA is at a higher volume this week
Priority at this time is as follows:
File upload issues
Edit issues, errors and then warnings
HR report questions related to FTE, or HQ report
I thank you all for your patience and hard work! 12

13. Defects in Progress
HR107 – errors for school code 9980, which should not be getting the error for any district.
Cognos – Highly Qualified Report: HQ Teacher column – fixed for majority, however still an issue for others showing N when it really should be Y.
HR007 – full time teacher at each school, have entered exceptions to those appropriate requests in meantime. 13

14. Defects Fixed Recently
HR009 – now displays school code along with edit
Cognos – Highly Qualified Report: Number of Classes taught is not showing blank for any record 14

15. FAQ: How do I check my Status?
Best source is the Status Dashboard (can be used for Staff Profile, Staff Assignment and Human Resources Snapshot status) 15

16. Status Dashboard Screen part 1
There are 18 errors in this Staff File
Staff File was Processed!
Staff File was Processed on this date and time, 16

17. Status Dashboard Screen part 2
Not processed = no error count
Staff Assignment File was NOT Processed! 17

18. Next Steps – based on Status Dashboard information
IF errors are in Staff Profile or Staff Assignment….
Review errors using Cognos (Staff Profile folder) or Pipeline Reports
Correct records in file
Re-upload corrected file
IF no errors in Staff Profile AND Staff Assignment file, but Human Resources has N in Data Exists
Create HR Snapshot 18

19. Next Steps – based on Status Dashboard information
IF no errors in Staff Profile and Staff Assignment file but there are errors in the Human Resources Snapshot:
Review errors using Cognos (Human Resources folder)
Correct records in staff interchange file(s)
Re-upload corrected file(s)
IF no errors in Staff Profile and Staff Assignment file and Human Resources Snapshot:
Review reports in Cognos (Human Resources folder) for accuracy
Finalize by using ‘Submit to CDE’ if appropriate
Signature pages are sent to me via or fax (303) 19

20. Resources Staff Interchange: http://www.cde.state.co.us/datapipeline
For Highly Qualified questions:
Jennifer Simons at
Documents posted online in staff interchange link
Human Resources: 20

21. 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### for EDID ######## and I don’t know why’ 21

22. 11th Grade Alternate Assessment22

23. Step-by-Step Guide for Snapshots and Test Orders
11th Grade Alternate Assessment for the Colorado ACT
Data Pipeline Collection
2015
This PowerPoint is designed to assist District Assessment Coordinators and Data Respondents with the entry of student response scores following the administration of the 11th Grade Alternate for the Colorado ACT April 1-25, Please call or if you have questions.
Linda Lamirande
Exceptional Student Services Unit 23

24. 11th Grade Alternate Assessment for Colorado ACT : Resources
Assessing Students with a Disability Webpage - 11th Grade Alternate
This snapshot collection is for students with a significant cognitive disability who meet participation guidelines to take an alternate assessment for the state required Colorado ACT
Resources for DACs and Data Respondents
Recorded Webinar and PowerPoint – General overview of the 11th Grade Alternate
Performance Level Descriptors – This rubric will equate the student’s calculated score responses to descriptor abbreviations: No score;
Fast Facts
Preparation Resources 24

25. Step-by-Step Guide Creating a Snapshot and Ordering Test Materials
Data Pipeline
2015
LEAUSER – can enter student scores
LEAAPPROVER can approve and submit the data collection to CDE

26. 11/28/2018
Login
Each person has an individual secure sign on. You will not share passwords.
If you have a problem, check with your LAM.

27. Jan. 27-Jan. 31 Take a Preliminary Snapshot
11/28/2018
Jan. 27-Jan. 31 Take a Preliminary Snapshot
Data Respondent
Creates Preliminary Snapshot
Check Student October fields:
enrolled grade level
alternate_assessment_participant fields
Correct any Errors
District Assessment Coordinator
Verify Roster against IEP
Submit Test Order
So after access and user role is assigned, we’ll begin the steps of the collection.
The first snapshot you will take is a January Preliminary Snapshot. It will serve two important purposes:
Create and verify the roster of testing students;
correct any errors.
Remember, the data we use is that the student is enrolled in the 11th Grade and that they are qualified to participate in alternate assessment. Check the file layout document for details about these two fields. 27

28. Initial Data Pipeline Screen
11/28/2018
Initial Data Pipeline Screen
Data Respondent
Please NOTE: The roles and responsibilities of personnel are assigned at the district level. The arrows that say, “Data Respondent” or “District Assessment Coordinator – DAC” are simply for demonstration purposes.
First click the 11th Grade Alternate Assessment tab

29. Take Preliminary Snapshot
11/28/2018
Take a Snapshot
Data Respondent
Click on Snapshot…
Take Preliminary Snapshot

30. Preliminary Snapshot 11/28/2018
Snapshot Screen– Select File Type = Students for 11th Alt Assess School Year District drop down list

31. Snapshot 2014-15 Successfully completed message will appear at the top
11/28/2018
Snapshot
Snapshot Screen– Select File Type = Students for 11th Alt Assess School Year Select your Organization/LEA from drop down box SEARCH
(These screen shots are from our pilot and do not reflect any authentic data, so yours may look slightly different. )
Successfully completed message will appear at the top

32. Status Dashboard Status Dashboard Data Respondent 11/28/2018
Check the Status Dashboard…(next slide)
Status Dashboard

33. 11/28/2018
Status Dashboard
Data will not exist until you take the Preliminary Snapshot --Select File Type = 11th Grade Test Scores School Year Select your Organization/LEA from drop down box
Data Exists - will be Yes
If you do not have any eligible students, it will return: No Records Found

34. Edit Data Edit Data - Create student roster of eligible students
11/28/2018
Edit Data
Edit Data -
Create student roster of eligible students
Compare and verify with ACT list.
Make sure counselor, or person responsible for ACT, understands about the ACT with Accommodations and does not confuse that with the 11th Grade Alternate Assessment.
Check all IEPs to verify student is eligible to participate in alternate assessment
DAC
Being able to pull a roster of eligible test takers should give us excellent reliability in ensuring all students participate appropriately in the 11th Grade Alternate Assessment for the Colorado ACT. Please coordinate with the district personnel who are responsible for registering students to take the Colorado ACT or ACT with accommodations. That is done through the ACT system.
The 11th Grade Alternate is entirely separate and is only for students who typically participate in alternate state assessment.

35. 11/28/2018
Edit Data Screen
From the Edit Data Screen, choose the school year – 35

36. 11/28/2018
Edit Data Screen
Organization - And you can search for one student specifically by entering the SASID or name
Again, this is just a test screenshot with “dummy data” created from Cherry Creek 36

37. Edit Data Screen
SEARCH to create the roster of students 37

38. Verify the Roster Here’s your roster! 11/28/2018
Again I remind you this is fictitious test data…. This list is compiled of students who are enrolled in 11th Grade and are eligible for alternate assessment. 38

39. Troubleshooting Check: Enrolled in 11th Grade
11/28/2018
Troubleshooting
Student name not on roster?
Wrong student on
roster?
Check: Enrolled in 11th Grade
Student School Association File
Check: Eligible for Alternate Assessment
Student Demographics
Student Information System
District reported
If you feel there are errors, then the two source files are the Student School Association for enrolled in 11th Grade and/or the Student Demographics for the ALTERNATE_ASSESSMENT_PARTICIPANT (sometimes referred to as the “CoAlt Flag”) 0= not eligible 1=alternate assessment participant 39

40. Number of test packets to order
11/28/2018
Number of test packets to order
Again I remind you this is fictitious test data….
There is a total number at the top. You would use this number to order test materials. You will be sent that number. Please do not “pad” your order. If necessary, you can duplicate an extra packet in the event you get a new student. 40

41. Feb. 3-7 New Test Order Tab EVERY DISTRICT WILL SUBMIT AN ORDER NEW!
11/28/2018
NEW!
Feb New Test Order Tab
District Assessment Coordinator Orders Materials – NOW IN DATA PIPELINE
Use your verified Roster= # needed
Feb Order test materials
EVERY DISTRICT WILL SUBMIT AN ORDER
ZERO= no eligible students OR
NUMBER of test packets NEEDED
Coordinate with Facility Schools
EACH district will submit an order, whether you have any eligible 11th Graders testing or not. Let me repeat…..EVERY district will submit an order…..
ZERO = no 11th Grade students testing this year
NUMBER NEEDED: ______________
The screen will be found as a separate tab called “Test Order” under the “11th Grade Alt Assess” tab and is not part of the status dashboard. The user will select School Year and Organization, and then the BOCES will be automatically populated. When the Search button is clicked, the information for that School Year and Organization will populate the name, address, , and test number information. The user can modify any of that information as well as enter in the number of tests to be ordered, then click Save. 41

42. Order Test Packets Now in Data Pipeline
11/28/2018
NEW!
Order Test Packets Now in Data Pipeline
Preliminary Snapshot
Verify Roster
Order Test Packets
Jan. 27
Data Pipeline
CDE will print and distribute the test packets to DACs. We will move the mailing distribution window up a week earlier than this year to March 3-14 to accommodate Spring Break times.
Make sure all test administrators have been trained and distribute materials March 18-March 31st prior to the opening of the testing window. Failure to have the tests delivered to the test administrators in a timely fashion may constitute a misadministration.
In fairness to Test Administrators and students, it is important that they be afforded the full testing window to complete the 36 performance tasks. Then when the testing window closes, the data entry window opens for the DAC to enter the student’s scores.
Feb. 3-7
Complete the Test Order and Save

43. Order Test Packets Now in Data Pipeline
11/28/2018
NEW!
Order Test Packets Now in Data Pipeline
EXACT SHIPPING ADDRESS of Person who is responsible to RECEIVE & Distribute Materials
This is the test development slide for the new Test Order form. The new Test Order tab is now active in the system.
If there is information pre-populated, simply review, make any needed corrections, and enter the number of packets needed. Be sure to hit the SAVE button.

44. Order Test Packets Now in Data Pipeline
11/28/2018
NEW!
Order Test Packets Now in Data Pipeline
If your district does not have any eligible 11th Grade Students this year, enter 0 (zero) and SAVE. If you do happen to get a student in before the opening of the testing window, your test administrators can watch the recorded training and we will overnight a packet to you.
No Eligible Students THIS YEAR?
ENTER ZERO

45. You are welcome to call or email with questions!
Linda Lamirande
Accommodations & Assessment Specialist
Exceptional Student Services Unit
Colorado Department of Education
This material was developed under a grant from the Colorado Department of Education.  The content does not necessarily represent the policy of the U.S. Department of Education, and you should not assume endorsement by the Federal Government.
Here is my contact information and website.
I sincerely thank you for your time and effort which has contributed to great success with the 11th Grade Alternate Assessment.

46. LEAAPPROVER Correction
LEAAPPROVER role for 11G needs to be assigned to somebody within the district
This does not have to be the Special Education Director
Sorry for the miscommunication
System limitation
Only a district person is able to approve the collection
Complete by January 24th 46

47. Create snapshot and order tests
All districts need to create 11th grade snapshot
Please create the 11th grade alternate assessment snapshot this week.
All districts need to enter a value in the test order form
Not testing – Enter zero in test order form.
Testing – Fill out form and enter number of tests.
Complete by February 7th 47

48. Student End of Year 48

49. End of Year 2014-2015 2014-2015 End of Year snapshot
Snapshot opens on February 2nd.
schedule posted at
Schedule is similar to school year
Remind schools to continue to work on collecting adequate documentation. 49

50. Course Codes 50

51. Statewide Course Codes
Required for Teacher Student Data Link
All districts are required to map courses
Upcoming Trainings
February 10th 9:00 – 10:00
February 12th 3:00 – 4:00
will be sent to SSCC administrators 51

52. Statewide Course Codes
Course mappings schedule
Trainings on February 10th and 12th
Replicate prior year courses
Focus on secondary courses
Map and load courses by Thursday, March 26th
More information 52

53. Student October 53

54. Student October 2015 – Keeping abreast of changes
Loaded to the Student October snapshot website a PPT of Changes for Student October 2015
The document name is: Changes For Student October 2015 (PPT)
Some (edit changes) may be effective earlier than that (at the Interchange level) – will make note in the PPT
New! Will include relevant edit changes in that PPT
Currently it contains a new CPP/age
edit requested by
The Office of Early Learning 54

55. Student October 2015 – new document
The Field Analyst Team (FAST) is working on an audit-related FAQ document
Expected to be posted in the summer
Audit-related questions in the current Student October FAQ have been removed
FAST is the data owners of the audit-related aspects of Student October
Knows the current regulatory requirements for audit-related data, processes, and documentation
Have preferences for wording and responses
Final decisions and authority on the data 55

56. Looking Up a SASID 56

57. SASID Look-up with Data Pipeline
If the LEA used data pipeline to submit students for SASIDS, the LEA may check the status of the SASIDS by using the SASID Download Report link on the left side of the main RITS screen.
After clicking on the SASID Download Report link, select the LEA and the batch # (given when file uploaded to data pipeline) then select the sort order and press the refresh report button.
At that point the selected document will display showing each individual student’s name and SASID status. If there is a SASID that’s been issued, it will show the SASID. If the student went into case review due to a potential match the list will state that next to the student’s name. 57

58. SASID Look-up with RITS
If the LEA uploaded a student(s) for SASIDS directly into RITS, then the district can check the SASID status by going to the Student Search/Update link on the left side of the main RITS screen.
The LEA will, using their own spreadsheet, will have to keep track of students’ submitted and their SASID status. If the student is not automatically issued a SASID when entered into RITS, that means the case went into case review.
It’s imperative that the LEA develop a system to keep careful track of who they are submitting. Often, CDE gets questions about students that weren’t yet submitted. 58

59. Special Education December Count59

60. Around the bend
The duplicate process is coming to an end. CDE will rerun the duplicate checks again this week to determine if all the duplicates have been resolved. This is also your opportunity to ensure all the data that is to be reported has been reported.
Next Wednesday, February 3rd is the date by which Administrative Units must have resolved all duplicates and recreated the Special Education December Count Snapshot passing all Interchange and Snapshot validations.
February 4th through February 5th - Final Report review
February 5th – All Final Reports are signed and submitted. See full list in the expanded timeline on-line.
Respondent with the DEC approval role will submit files to CDE.
DO NOT SUBMIT PRIOR TO February 5th please. 60

61. Special Education Discipline61

62. Special Education Discipline 2014-2015 Changes
Program Code field added to the Discipline Action Interchange file layout 62

63. Quick Note About IdM
Reminder to LAMs to be sure and update accounts in IDM if there is a change for a respondent.
If the respondent is no longer employed be sure and disable the account.
CDE no longer oversees the respondent accounts. 63

64. Next Town Hall: Thursday, February 5th, 2015 9a.m.-10a.m.64