1. Data Pipeline Town Hall May 16th 2019
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

3. Colorado Department of Education Identity Management
Access Management
Frequently Asked Questions 1-12 #12 Where can I find the Identity Management role mappings for Data Pipeline and other applications? agementGroups.xls

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 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 Summer Town Hall Calendar SBDs READ Collection Civil Rights Data Collection (CRDC) Student End of Year TSDL School Discipline and Attendance Special Education IEP Interchange

8. Open Collections in Data Pipeline

9. Open Data Pipeline Collections
Year Round
Directory (4 Day School Week Application and School Code Changes)
RITS
EDIS
Periodic
Designated Agency
READ
School Discipline and Attendance
SBDs
Interchanges
Student
Special Education IEP
Special Education Discipline
Teacher Student Data Link (for migrant students)

10. Open Data Pipeline Collections
6/3/2019
Open Data Pipeline Collections
Snapshots
Teacher Student Data Link Snapshot (for migrant students)
End of Year
Special Education Discipline
Special Education EOY
Coming Soon

11. Summer Town Hall Calendar

12. Town Hall Summer Calendar
In the months of June, July, and August, Town Hall will meet every other Thursday.
Here are the summer Town Hall dates:
June 13th and 27th
July 11th and 25th
August 8th and 22nd

13. Student Biographical Data (SBDs)

14. 6/3/2019
SBDs
Please download the SBD Manual!
Training walkthrough

15. 6/3/2019
SBDs
SBD Reviews provide districts with a final opportunity to verify the accuracy of student data prior to reporting and accountability calculations
Data comes from the vendor systems
Most vendors allow for clean up in their data systems (only CO PSAT/SAT does not)
SBD includes additional data validation checks that are not possible within the vendor system (such as SASID validation)
SBD is optional but recommended to allow districts to confirm their data against CDE internal systems
SAT is very very strongly recommended as it is the only opportunity to review student data!

16. 6/3/2019
SBDs
Access to Data Pipeline SBD collections is controlled by the district Local Access Manager (LAM)
If you are unable to access Data Pipeline or do not see a collection that you should have access to, contact your LAM
CDE cannot provide access for District Users
The following table provides the group code for each SBD Collection
Assessment
Dates
Data Pipeline Group 1
ACCESS for ELLs
March 18th-March 27th
ACC 2
CO PSAT/SAT
May 16th-May 23th
SAT 3
CMAS
Science/Social Studies and ELA/Math (including CSLA)
CoAlt Science/Social Studies
May 20st-May 30st
CMS 4
CoAlt DLM
May 29th-June 5th
DLM

17. SBD support is available through a general phone number and email
6/3/2019
SBDs
SBD support is available through a general phone number and
Allows CDE to have multiple people supporting each collection
Provides a single point of contact for all collections
s create support tickets that can be tracked to ensure that questions are answered quickly – Remember not to send student PII by !
Members of multiple CDE units are available to answer different questions (Assessment, Accountability, and Information Management Systems)
Phone Number:
address:

18. SBD Review: Step By Step Guide
sbdreviewwebinartrainingppt

19. 6/3/2019
SBDs
Find the collection on the Data Pipeline Website under Periodic Collections
Download and review the File Layout and Definitions
Provides the SBD file layout and collection specific instructions for each field
Download and review the Business Rules
Describes all errors for the collection

20. Enter your username and password Check:
6/3/2019
SBDs
On the Identity Management website ( select Data Pipeline under Applications on the left side of the screen.
Enter your username and password
Check:
There is no red banner at the top of the screen
Your user role is correct
The collection you are working on appears on the left side of the screen
Most log in issues must be handled by your LAM

21. Data Pipeline can only check for certain types of errors
6/3/2019
SBDs
Data Pipeline can only check for certain types of errors
It cannot check that your demographic data is accurate (i.e. a student is actually Hispanic or not)
It cannot validate that students have the correct invalidation
The Data File Layout will have instructions for how to select the appropriate invalidation
Do not change/make up data just to clear errors!
If you have a lot of missing data, check a different extract
Maybe the interchange data or vendor data is better
Making up data can cause issues with reporting and accountability
If you have an error that cannot be cleared, but the data is correct contact SBD Support
Warnings
Warnings are used to inform users of situations that may indicate errors but not necessarily (more than 10% Native American)
Warnings do not prevent data submission

22. 6/3/2019
SBDs
All SBD collections allow a district to move students between schools within their district
Moving between districts is collection specific
CMAS – submit a Failsafe document to CDE through Syncplicity
CO PSAT/SAT - Do Not send a Failsafe
The SBD layout will include the Pre-ID and Testing District and School
If these do not match, the student will appear in the SBD data for both districts
Both districts will see the student records and have a chance to review the data and agree on the appropriate Responsible District and School (CDE will monitor students submitted with conflicting Responsible Districts and will contact the data respondents)
DLM – Do Not send a Failsafe
The SBD layout includes the Accountability School and District and the Attendance School (testing)
Accountability school and district is updateable
If you are moving a student out of your district, contact the receiving district to make sure that they are aware of the student and agree to the move (CDE will also verify moves against RITS and Interchange data)

23. 6/3/2019
SBDs
Instructions for applying invalidations during SBD are in the File Layout and Definitions documents
There are also instructions for applying invalidations in the assessment materials with details on the appropriate uses of each code
ACCESS for ELLs – Goldenrod Sheet
CMAS Procedures Manual page 202
CO SAT/PSAT – School Day Supervisor Manual page 52
DLM – DLM Special Circumstance Codes
(under CoAlt: Manuals)

24. PSAT and SAT Specific Fields and Rules

25. SAT Documents can be found on the Periodic Collection page
6/3/2019
SBDs
SAT Documents can be found on the Periodic Collection page
Includes a collection specific powerpoint
Business Rules are not updated yet, but will be available in time for the collection opening

26. SBDs There are three sets of district and school fields
6/3/2019
SBDs
There are three sets of district and school fields
Pre-ID: where the record was submitted during bulk registration
Testing: the school that sent in the student test book
Responsible: the district and school where the student should be counted for accountability
If Pre-ID and Testing district do not match, the record will be split and both districts will see a copy
These records will have a CO SAT Record ID Number starting with ‘P’ or ‘T’
Responsible district and school will default to your district so that the accountability variables are calculated correctly if you are keeping the record
If you are not the responsible district simply update responsible district and school to the district and school that you believe the student should be in
We will only use data submitted in the record coming from the responsible district so you do not need to update any other data for that record, contact SBD Support to ignore errors on this record

27. After SBD closes the split records will be compared
6/3/2019
SBDs
After SBD closes the split records will be compared
If both districts agree on the responsible district for that record it will be automatically associated with that district and only the data they submitted will be used for the final data, including invalidations
If the two records do not have matching responsible districts then CDE will contact both parties to determine who should receive the record
CDE will try to start this before the end of SBD but be prepared to receive phone calls on 5/24 and 5/28 after the window closes

28. 6/3/2019
SBDs
Students who are tested at a facility may appear with a blank testing institution
If you believe that a student appearing in your SBD was actually tested at a facility, contact SBD Support to verify and get instructions on documentation

29. 6/3/2019
SBDs
Students should only take the test for the grade in which they are enrolled on the day of testing
If a student is promoted after testing you should not change the grade on the record
If a student was promoted between October count and testing they should have taken the test for the grade they were promoted to
Students who were promoted to 12th grade after October count may be included due to being in the Pre-ID if they were not invalidated by their school. These students should be invalidated with ’03 – Withdrew Before Testing’
If a student was given the wrong test for their grade at the time of testing please contact SBD Support for further instructions

30. 6/3/2019
SBDs
Continuous in District and School are very important fields for accountability
Students coded as 0 will not be included in accountability calculations
This field is calculated during SBD based on the student’s enrollment at October count but the calculation is based on the initial Responsible District and School
If you change the Responsible District or School during SBD please double check that the continuous fields are accurate
If you change it to a district that is not yours, remember that your data will not be used so these fields do not need to updated
If you get an error when trying to update these fields for records that are staying in your district contact SBD Support for assistance

31. 6/3/2019
SBDs
Valid answer sheet received can help with determining the status of a student’s test
‘Y’ means that an answer sheet was received with at least one item response (student will receive a valid score) or an invalidation (student did not test and school provided an invalidation)
‘N’ means that no answer sheet was received for a student who was submitted for Pre-ID
‘B’ means that an answer sheet was received either with a label or bubbled demographic information, but there were no responses or invalidations bubbled on the sheet

32. 6/3/2019
SBDs
Invalidation codes may be bubbled on the student answer sheet by the school
There may be errors/multiple invalidations and these must be corrected during SBD to a single valid code
Invalidations can also be added during SBD
If Valid Answer Sheet received is ‘Y’ and there is no invalidation code from the school then that student will receive a valid score and an invalidation should not added
Records with no Answer Sheet or a blank answer sheet may need to have invalidations applied
Invalidations are only used by CDE assessment and accountability
Students will still receive scores through the College Board system if they completed the test
If you have a record for a student that is no longer in your district, update the Responsible District and School rather than invalidating

33. Duplicate records may occur in the following situations:
6/3/2019
SBDs
Duplicate records may occur in the following situations:
If a student has two valid answer sheets
If neither record has an invalidation then the test taken second should be invalidated with ’01’. Contact SBD Support to determine which record should be kept.
Duplicates with an invalidation of ’03’ have been removed from the file for
If an answer sheet was bubbled rather using a label and the demographic information was not able to be matched to any existing registered record
Clearing RITS errors will allow these records to be matched to the pre-id and will resolve the duplication
No invalidation should be applied

34. Phone Number: 720-696-0185 Email address: sbdsupport@cde.state.co.us
6/3/2019
SBDs
Phone Number: address:

35. READ Collection

36. READ Data Collection Timeline

37. READ Collection Reminders
At this time, districts should have completed or are currently working on:
Creating and submitting READ data files and resolving errors
Submitting information required for the completion of the READ budget planning survey
June 14 (1 month away!): Districts complete submission of READ files and budget planning surveys by EOD – all submissions are finalized and will be locked
Once READ file is error free be sure to click the “submit to CDE” ab in the Status Dashboard to lock your data
Districts who submit intervention programs in the “other” category of the survey will be notified by CDE and survey approval will be pending
Click here to view the submission status of your district

38. How to Report Students with Disabilities
Question
Answer
I cannot find the READ status for students with an IEP that I need to exempt. What READ status do I use?
Special Education students are no longer exempt from the READ act. Therefore, those codes do not exist in this collection. These students will either have a READ status of 1 or 2 depending on their assessment and score.
Which READ test do I use for these students?
There are a couple of choices. If a student is able to access one of the approved assessments then you would indicate that through the READ test choices. For example, if a student was able to access your district assessment of PALS then you would use READ test code of 03. If the student is not able to access one of the approved interim assessments and requires an alternative pathway assessment then the READ test code will be 13.
What READ score do I use for these students?
If the student was able to access one of the approved interim assessments then the score would reflect the score they received on the assessments and the cut scores for determining an SRD. However, if the student accesses an alternative measure (READ test 13) the actual score(s) are not submitted in this collection. Rather, you will use a place holder score of 8888.

39. How is READ Status Determined for Students who Access an Alternative Approved Measure?
Option #1
Braille - In order to determine if a student has an SRD versus a score impacted by slower braille reading, the general education teacher and the teacher of the visually impaired (TVI) will work together. This team will decide yes or no to confirm whether any concern areas are indeed about reading challenges versus expected slower braille reading.
Option #2
Students with a hearing impairment who cannot be accurately assessed for a possible SRD with one of the state approved assessments will be assessed with two subtests from the Woodcock-Johnson IV Tests of Achievement:  Letter Word Identification and Passage Comprehension.  The two subtests will be averaged and students scoring <84 Standard Score (SS) measuring 1 Standard Deviation (SD) below will be identified as having a READ status of 2 (SRD)
Option #3
Students with a significant cognitive disability who are receiving their instruction on the alternative achievement standards (Extended Evidence Outcomes) who are being assessed on emergent literacy skills and will have a an SRD until they are able to access an approved assessment. This may or may not occur within the K-3 time frame.

40. Alternative Pathway: Student taking the braille DIBELS Next
Student with an Individual Education Plan able to access an approved interim assessment
Alternative Pathway : Student with significant support needs who is identified as SRD
Alternative Pathway: Student taking the braille DIBELS Next
Alternative Pathway: Test Battery for Deaf and Hard of Hearing Students
READ Plan – can be 0 or 1 depending on if you have started a READ Plan or not for this student if they were identified as having an SRD
READ Status – Will be 1 or 2 as aligns with the cut scores
READ Test – 03
READ Score –aligns with the assessment
READ Testing Date- same as other students in the file
Recommended Retention -2
Retained – 2
READ Plan Support (if identified as SRD) - Pick one that most aligns to the way the student was served in the current school year
READ Status – 2
READ Test – 13
READ Score -8888
READ Score –8888

41. READ Collection Resources
READ Collection resources can be found at: eline
Upcoming webinars
Data collection timeline
Data elements & definitions
File layout
Business Rules
Additional resources such as FAQ document, assessment cut scores for determining SRD, template for submitting budget planning survey, etc.
Questions? Contact Whitney Hutton, READ Data Collection Manager
Phone:

42. Civil Rights Data Collection

43. 2017-18 Civil Rights Data Collection (CRDC)
Open Friday, February 8th
Deadline Friday, April 26th May 10th
Colorado progress report:
175 certified
2 100% complete (have not certified)
6 over 90% complete
AWS (Advance Website)
Partner Support: (855) or

44. 2017-18 Civil Rights Data Collection (CRDC)

45. 2017-18 Civil Rights Data Collection (CRDC)
Thank you!!!
CRDC contacts are perspicacious!!!

46. Student End of Year

47. Student End of Year
The End of Year collection is open. Please upload your data and work through your errors.
Best Practices for EOY Data Cleaning:
Clear interchange errors (Target Date: June 27th)
Take a snapshot and review snapshot errors
Clear snapshot errors (Target Date: July 25th)

48. Student End of Year

49. Student End of Year 2018-2019 Online Resources
Errors on the interchange level?
Errors on the snapshot level?
Trainings
Training Materials:
Upcoming Webinar Tuesday, May 28th 10:00 – 11: Call-in number:
If you would like a more detailed walkthrough of the EOY process or have specific questions, please contact Amanda to schedule an individualized training session.

50. Student End of Year
Clarification Regarding Adjustment Date Adjustment Year – The adjustment year must match the year in the Exit Withdraw Date for the Exit Withdraw Type being adjusted. The adjustment year cannot be in the currently reported school year. Enter a four-digit year. Do not enter an eight-digit school year.

51. School Discipline and Attendance

52. Collection Dates
Date
Event
April 17th (Wednesday)
Collection opens-
begin uploading to verify files are being created correctly with accurate information
April 23rd (Tuesday)
Webinar training from am
and call in number:  
May 15th (Wednesday)
Webinar training from 1-2 pm
June 14th (Friday)
Suggested Date for having all files uploaded
June 28th (Friday)
Deadline for SDA to be finalized
SDA - Annette Severson -

53. Quick Review of Process
Update ‘No Reportable Incidents’ Tab
Upload Data files in order (if applicable):
Discipline by Action File
Discipline by Student Demographic File
Firearm (GFSA) Discipline File
Attendance File
Review error reports, correct data and re-upload files as needed
Review data reports for accuracy
Finalize data files

54. Data Pipeline Website http://www.cde.state.co.us/datapipeline
6/3/2019
Data Pipeline Website
Periodic Collections -> School Discipline and Attendance
Overview
Deadlines
File Layouts
Business Rules
Templates
Trainings
Additional Resources
Contact – Annette Severson;
Direct Link:

55. TSDL

56. PAUSED for majority of students REQUIRED for migrant students:
Collection Status
PAUSED for majority of students
REQUIRED for migrant students:
8th -12th grade only
Receiving partial or full credit for at least 1 course in your district
TSDL– Annette Severson –

57. Impact on LEAs with Migrant Students
Course Instructor File does not need to be uploaded
Local Course Codes must be mapped via Statewide Standard Course Code System (SSCC) for any 8th – 12th grade courses attended by migrant student(s)
Course Enrollment file must be uploaded for 8th-12th grade migrant students only
TSDL snapshot must be created and finalized for the migrant students
TSDL– Annette Severson –

58. Migrant Report shows ALL students
Migrant Student List
Districts can view the list of students identified as Migrant with the following steps:
Data Pipeline (log in)
Click on Cognos Reports tab
Teaching Student Data Link folder
Open the Migrant Student List report
Migrant Report shows ALL students
reported in the Student School Association file for your district AND
marked as migrant in our system
TSDL– Annette Severson –

59. May/June May June 28th Timeline
Finalize TSDL Snapshot for Migrant Students
June 28th
Upload Error-Free Course Enrollment file
Create TSDL Snapshot
Review TSDL Snapshot Reports
May/June
Courses Mapped in SSCC
Upload Course Enrollment File
May
TSDL– Annette Severson –

60. TSDL Interchange Resources
Course Code Documentation found at:
TSDL Interchange Documentation found at:
Deadlines
File layouts and definitions
Defects
Business Rules
Trainings
Additional Resources – Frequently Asked Questions
Contact:
Annette Severson: or
TSDL– Annette Severson –

61. Special Education IEP Interchange

62. 2019-2020 Reasons for Delay Code Changes
Reasons for these Delay Code Changes
Simplify delay codes overall by consolidating similar codes
More closely align with the only Federally allowable delay reasons:
Parent repeatedly failed or refused to produce the child
Student moved out of the district after referral process initiated
Mutual written agreement to extend time for SLD identification
Child’s 3rd birthday occurred over the summer break (C to B only)

63. Three codes are staying the same:
Delay Code Changes
Four new codes are being added to capture the details of the Not Valid delays:
58, 59, 60, 60
Three codes are staying the same:
06, 55, 57
Eight codes will have wording modifications:
01, 03, 43, 45, 46, 47, 47, 56
Seventeen codes are being eliminated:
05, 20, 21, 22, 24, 25, 26, 27, 28, 42, 44, 48, 50, 51, 52, 53, 54
Delay reasons covered by most of these codes have been incorporated into other codes

64. 2019-2020 Delay Code Changes - Crosswalk

65. Special Education EOY

66. Snapshot processing time is slow again.
Special Education EOY
Snapshot processing time is slow again.
Please know the snapshot could take as much as 3 hours to complete and yesterday took more than 8 for one AU
CDE is aware and looking into it – this will be fixed!

67. C to B Comparison Spreadsheets
C to B Data CDE has created spreadsheets for every Administrative Unit with a list of the children who were referred from Part C to Part B in the school year (so far) and placed them in the respective Syncplicity folders. These are the children whom the local Community Centered Board (CCB) partner referred to your Administrative Unit as a C to B Transition. We received this list of children from the Department of Human Services. Please compare this list to the students you are reporting in the Sped EOY this year. If any of the students completed their evaluation events and had an IEP implemented or were found not eligible we would expect them to be reported in your current Sped EOY as a Path 2 record. If they are still within the evaluation process and/or will have an IEP implemented next year you would hold the record and report next school year. These are the children that the CCBs have indicated are C to B Transitions, so please check your Sped EOY data to be sure you have them reported in the correct Path. The spreadsheets are saved in your AU Syncplicity folders and named: AU code_CtoBrecords.

68. Thank You
Next Town Hall:
Thursday, May 23, a.m.-10 a.m.