1. Data Pipeline Town Hall October 22nd, 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
12/30/2018
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
Student October
Student End of Year
Special Education IEP Interchange
Special Education December Count
Staff Interchange
Data Pipeline - Feedback for Improvement
Privacy- Communicating SASIDs 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) 9

10. Open Data Pipeline Collections
Snapshots
Student End of Year (Cross LEA Validation ends TODAY)
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 21st 175 LEAs had certified. Thank you!
CDE Data Pre-population Survey
Sent October 13th to superintendents, primary and alternative CRDC contacts
Due date is Friday, November 6, 2015
Thanks 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.

15. Student October 15

16. Student October 2015-2016 Keep on going. Take your snapshots
Resolve errors
Check your data 16

17. 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 17

18. 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 18

19. Student October 2015-2016 Common exceptions EL errors
Code your EL students correctly
If they have errors request an exception
Retained Kindergartners
If your district choose to retain then you can get full-time funding, but you need and exception
Enrollment Exceptions
Students that transferred into districts after 10/1 that qualify for being included in October Count for funding 19

20. 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
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 20

21. Student October 2015-2016 More information on the collection
Student October Schedule
More information on the collection 21

22. Student October
Contact information
Morgan Holmgren
Phone: 22

23. Student End of Year 23

24. Deadlines Today is the deadline for Cross LEA Edits!
All districts must resubmit their error-free snapshot by the 5 PM deadline tonight
Please contact Duncan Anderson ( ) as soon as possible if you are encountering errors in your snapshot
The final phase of the collection is the Post-Cross LEA Validation Process from October 29th- December 3rd to validate student exits
DO NOT submit the Superintendent signoff sheets until after December 3rd 24

25. 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 cannot be selected, there are no Cross LEA warnings in your data
Do not submit your Sign Off Page. Sign Off Pages will be collected after the end of the Post Cross LEA phase of the collection in early December
The final phase of the collection, the Post Cross LEA Process, will begin next Thursday October 29th. 25

26. 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 26

27. Post Cross LEA Validation
The Post Cross LEA Validtion process will begin next week
The Post Cross LEA process checks to make sure students coded with a 13 exit type (in state transfer) were reported by another Colorado district in the school year
Districts will have to submit documentation of transfer ( in order to avoid coding these students as dropouts
A record request or RITS entry is NOT adequate documentation of a transfer because it does not show student attendance 27

28. District Withdrawal Process
Because some districts wind having to change student transfers to dropouts during this phase every year, we were hoping to open up a conversation about best practices by districts in documenting student exits.
We will open up the phones for a few minutes to give districts, starting with Boulder Valley, a chance to discuss their procedures and questions for well-documented student exits.
Additional Dropout Prevention resources are available: 28

29. Contact information
Please Contact ASAP to Address Errors: Duncan Anderson 29

30. Special Education End-of-Year30

31. 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!! 31

32. 12/30/2018
Special Education IEP 32

33. Special Education IEP Interchange
Interchange Opened October 19, 2015 right on schedule!
Enrich Users were communicated to about any delineations to this opening 33

34. Link to Resources
File Layouts Business Rules Template Please read the instructions page 1st Trainings Special Education IEP Interchange Training Additional Links How to load the Special Education IEP Files Pupil’s Attendance Information Summary of Changes Allowable Approved Facility Schools and Other Agency Codes (new format) Currently in development: December Count Educational Environments (no change from previous year) 34

35. 2015-16 Changes Grade Level Field
12/30/2018
Changes
Grade Level Field
Removed from the Special Education IEP Child file and relocated to the Special Education IEP Participation file to more closely align to the school code data
Extended School Year (ESY) Services –
New definition:  “Indicate if the IEP team determined the student eligible to receive ESY services.”   in following EDAC approval.
REASON FOR DELAY CODE ADDED TO PATH 2
57 - Referral received by the Administrative Unit with less than 60 days before the child’s third birthday
Path 2 - Reason for Delay in Completing the Evaluation C to B – If an evaluation is not completed or if the number of days from the Date the Parental Consent is received to the Date the Evaluation is Completed is > 60 calendar days, indicate the reason
Path 2 - Reason for Delay in Initial Eligibility Meeting C to B - If the Initial Eligibility Meeting was not held, or the calculated age of this student as of the Date of Initial Eligibility Meeting was >=3, indicate the reason.
Path 2 - Reason for Delay in IEP Implementation C to B - If the IEP was not implemented, or the calculated age of this student as of the Date the IEP was implemented was >3, indicate the reason.
REMOVE SPECIAL EDUCATION IEP PARENT FILE
File is no longer required. Administrative Units are now distributing the surveys to parents directly, either in person or via mail. In the past CDE would mail the surveys to Parents in the Sample. 35

36. 12/30/2018
Data Reporting in the IEP files with Special Education December Count Lens
Please reference the Special Education December Count File Layout for the Purpose and Criteria for the IEP Student Data along with the file layout which can be found on the Data Pipeline Website under Snapshot Special Education December Count.
The Special Education December Count collection is an annual count of Eligible Students Under Part B of the Individuals with Disabilities Education Act (IDEA) as of December 1st used to generate federal funding to provide specialized student services.
Special Education December Staff Data is also required to obtain actual data on special education staff employed by administrative units on December 1st of each year so that appropriate licensure and endorsement of staff can be verified; and reports can be made to the State Legislature, Federal government, local administrative units, and the public 36

37. Staff Interchange Opens
TIMELINE
12/30/2018
Due Date
December Count
Human Resources
Thursday, October 1, 2015
Staff Interchange Opens
Monday, October 19, 2019
IEP Interchange Opens
Monday, November 2, 2015
Snapshot available
Tuesday, November 10, 2015
Following files need to have been uploaded
IEP Child
IEP Participation
Staff Profile
Staff Assignment
(student Profile and Assignment should already been uploaded)
Tuesday, December 1, 2015
Official Annual Count Date
Tuesday, December 8, 2015
Date by which a Special Education December Count Snapshot must be created at least once by all Admin Units
Date by which a Human Resources Snapshot must be created by all districts
Monday, January 11, 2016
All Staff and IEP Interchange data must be error free at the Interchange
All Staff Interchange Data must be error free at the interchange
Wednesday, January 13, 2016
Date by which you must have generated your Complete Special Education December Count Snapshot by passing all Interchange and Snapshot Validations
Date by which you must have generated your Complete Human Resources Snapshot by passing all Interchange and Snapshot Validations 37

38. TIMELINE (cont’d) 12/30/2018 Due Date December Count Human Resources
Thursday, January 14, 2016 – Wednesday, January 21, 2016
Snapshot Report Review. This is your opportunity to review reports in detail and make any data corrections you deem necessary to ensure you are reporting valid and reliable data.
Review Special Education Staff Report via Cognos for accuracy to ensure all special education staff reported within your district is appropriate.
Friday, January 22, 2016 – Tuesday, January 26, 2016
CDE to run duplicate reports on IEP Student data
Thursday, January 27, 2016 – Tuesday, February 9, 2016
Administrative Units research and make file changes to resolve duplicate and data validity issues. CDE asks that ALL LEA’s involved in the collection work together in a timely fashion to facilitate resolution of duplicates and validity issues identified by CDE
Tuesday, February 9, 2016
Date by which Administrative Units must have resolved all duplicates and recreated the Special Education December Count Snapshot that reflects the data changes to resolve the duplicates.
All duplicates fixed
New Snapshot created passed all Interchange and Snapshot Validations
Wednesday, February 10, 2016 – Thursday, February 11, 2016
Final Report Review AND data approval
Thursday, February 11, 2016
Special Education December Count Closed . Collection is submitted to CDE by DEC Approver, ALL Final reports are signed by the Special Education Director and uploaded to ESSU Data Management System
Required to have HR Snapshot error free and finalized before on this date. Human Resourced closed and Final report is signed and submitted. 38

39. Where to focus attention and when
12/30/2018
Where to focus attention and when
Date
Action
October 1st
Upload Staff Profile and Assignment Files
Work on correcting Interchange Errors
October 19th
Upload IEP Child and Participation Files
December 1st
Official Count Date
A word of caution –
Resolve interchange errors first before diving into complicated snapshot errors.
Ensure all records that should be included in the Snapshot are included.
Verify by checking the Pipeline Reports, Included and Excluded Staff and Student Reports 39

40. Think I before S
Before looking at Snapshot errors be sure all the records that should be included in the snapshot are included are error free and meet the special education 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 Interchange Errors Must Be Cleared by January 11th Snapshot Errors Must Be Cleared by January 13th Work now on clearing up the Interchange errors so you can move on to the Snapshot ones ahead of schedule. 40

41. BUGS
A number of fields are receiving errors that are zero-filled. Development is working to correct this issue
Working on getting error reports available in Data Pipeline System under Pipeline Reports. They are available in Cognos. 41

42. Special Education December Count
12/30/2018
Special Education December Count 42

43. Timeline/Trainings
Snapshot is slated to be available November 2nd A Communication of the Opening will be sent out 43

44. Resources
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 Be sure you’ve signed up for October 28 training Personnel Qualification & Reporting Guidelines Staff Qualifications by Assignment Additional Links December Count Exception Instructions and Template New Staff and Student Code Lists 44

45. 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 45

46. Heads up
Letters went out to the field relative to compliance. CDE will be verifying on December 1st that the compliance modifications have been made 46

47. Contact information
Kristi Gleason (303) Lindsey Heitman (303) Orla Bolger (303) S Include District # and Administrative Unit # Phone Number in your Subject of the 47

48. Staff Interchange 48

49. Timeline – Next 2 Months
2nd – Human Resources and Special Education December Count Snapshot opens
10th – interchange files expected to be uploaded at least once
November
1st – Official Count Date
8th – Human Resources and Special Education December Count Snapshot created at least once
December 49

50. This Week’s Status Pipeline Error Report Issues:
Staff Profile displays district info very slowly
Field layout incomplete for Staff Assignment
Cognos Error Reports available if needed
All else working as expected – thank you to the 42 LEAs that are uploading data files! 50

51. 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

52. Student Biographical Data
12/30/2018
Student Biographical Data 52

53. 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

54. 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, 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 54

55. 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
Students were rolled over from last year’s participants. No Pre-ID pull will be 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)

56. 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.

57. 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

58. 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.

59. 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 59

60. 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.

61. Feedback for improvement
12/30/2018
Feedback for improvement 61

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

63. 12/30/2018
Privacy
Communicating SASIDs 63

64. Communicating SASIDs
Check local policies for restrictions and procedures.
Use secure-file or encrypted protocols if possible.
If is the only means of sending SASIDs, limit the amount of other information in the .
Contact CDE with questions about how to transmit PII securely. 64

65. Communicating SASIDs Limit extra info if email must be used.
Delete s after they are no longer needed, sent and received copies.

66. Communicating SASIDs Encrypted email
Must authenticate to view content.
Data automatically ages out.
Transmitted securely.

67. Communicating SASIDs Secure File Sharing/Collaboration
Must authenticate to view content.
Near real time synchronization
Transmitted securely.

68. Communicating SASIDs
CDE View LEA View
Shared Spreadsheet

69. Communicating SASIDs
Decouples communication from data

70. Next Town Hall: Thursday, October 29th, 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 29th, 2015
9 a.m.-10 a.m. 70