1. February 6th, 2014 Town Hall Welcome!
We will begin the webinar shortly.
Dial in number is
Please use *# to mute your phone. You can unmute your phone using *#.
Support at:
Goal: Provide a weekly forum to answer LEA questions on Data Pipeline and inform LEA’s on any upcoming news and updates. 1

2. Webinar Etiquette
Mute Your Phone (*# Mutes and Un-mutes Individual Phones)
If you receive a call and need to pick up please disconnect from the webinar. Otherwise, all town hall participants hear your hold music!
Enter your Name and your District when logging into the webinar (no password will be needed)
For today’s event, 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 And finally what you have all been waiting for… (or not)
CDE Staff Introductions
And finally what you have all been waiting for… (or not)
A picture of the Data Services Unit team members ….. 3

4. We are all standing behind CDE’s Strategic Goals
Introductions
We are all standing behind CDE’s Strategic Goals 4

5. Agenda Production Application Downtime on Sunday, February 9th
Data Pipeline Statistics
Teacher Student Data Link
Data Pipeline Report Card March Periodic Walkthrough
11th Grade Alternate Assessment for the Colorado ACT
End of Year Collection
Special Education December 5

6. Production Application Downtime
Production Pipeline and other applications that use Single Sign On will be down on Sunday, February 9th from 6:00 a.m. to 12:00 p.m. for an upgrade.
Other applications using Single Sign On are listed under “Applications” on the Identity Management website,
Some examples are:
CEDAR, EDIS, and RITS 6

7. Data Pipeline Statistics

8. Interchanges 8 Collection Name January 16th LEAs with Respondents
January 16th Number of Respondents
LEAs submitting Files
STD
Student Interchange
196
444
185
STF
Staff Interchange
222
458
169
TI1
Title I Interchange
143
273 97
SPE
SPED IEP Interchange 78
161 61
TSL
Teacher Student Interchange 99
168 10
DIS
Discipline Interchange 75
126 1 8

9. Snapshot Collection Name January 16th LEAs with Respondents
January 16th Number of Respondents
LEAs submitting Files
OCT
October Count
200
463
185
SEY
Student End of Year 13 19
DEC
SPED December Count 78
171 61
SPI
SPED Discipline 63
116
EOY
SPED End of Year 69
132 2
HRD
HR December
202
368 97 9

10. Year Round Collections
Name
January 8th LEAs with Respondents
January 8th Number of Respondents
LEAs submitting Files
DIR
Directory
193
316 -
RTS
RITS Batch File Upload
172
351
EDS
EDIS Batch File upload
179
333 10

11. Periodic Collections Collection Name
January 16th LEAs with Respondents
January 16th Number of Respondents
LEAs submitting Files
ACT
ACT SBD Collection
162
263
ACC
Access SBD Collection
155
253
TCP
TCAP SBD Collection
163
273
RCM
Report Card March
150
221
FIN
Finance December
204
337
194
11G
11th Grade Assessment
165
298 66
RED
READ Collection
130
215 11

12. Non-Pipeline Related Collections
Name
December 16 LEAs with Respondents
December 16 Number of Respondents
LEAs submitting Files
RITS
RITS Web
212
956 -
EDIS
EDIS Web
206
546
SSCC
Statewide Course Codes
193
630 12

13. Teacher Student Data Link13

14. TSDL Snapshot Snapshot is in production Snapshot Timeline
The link is in the process of being activated for use
Snapshot Timeline
The snapshot is available and will remain open until August 2014
All TSDL submissions must be approved before September 1st, 2014. 14

15. Teacher Student Data Link Interchange: Access
Local Access Manager (LAM) will need to assign you prior to logging into Pipeline
TSL_LEAUSER – submit and modify interchange data
TSL_LEAVIEWER – View the data only (not modify or submit)
Can only be assigned one or the other. (if you will be submitting data, then the LEAUSER role is required) 15

16. Prior to Submitting TSDL Files
Student Data must be submitted in Student Interchange Files
All students in TSDL Files must be in the student interchange
Staff Data must be submitted in Staff Interchange Files
All educators in TSDL Files must be in the staff interchange
All Local Course Codes must be Mapped to the Standard Course Codes 16

17. TSDL Process 17 Student Data Interchange Staff Data Interchange
Local Course Codes Mapped to SSCCs
Teacher Student Data Link 17

18. Create Files Excel, CSV or Text File all accepted
Need 2 separate files:
Course Enrollment
Course Instructor
1st record of data must be field names/titles
The field widths do NOT have to match the byte length for the data field in excel 18

19. Course Instructor File: Business Rules
District Code is required and must be valid
School code is required and must be valid for reporting district
Local Course Code must be valid (mapped to a Standard Course Code in the SCC system)
EDID must be valid (Last Name, First Name, DOB and Gender all match with EDIS)
Staff Role is Required
Staff EDID Must be in Staff Interchange Profile
All fields must be valid (zero filled if Not Applicable) 19

20. Course Enrollment File: Business Rules
4/11/2018
Course Enrollment File: Business Rules
District Code is required and must be valid
School code is required and must be valid for reporting district
Local Course Code must be valid (mapped to a Standard Course Code in the SCC system)
SASID must be valid (Last Name, First Name, DOB and Gender all match with RITS)
All fields must be valid codes
Should SCC be SSCC? 20

21. Snapshot Process Submit Data TSDL Interchange Submit to CDE
ERRORS?
YES NO
Submit to CDE
TSDL Snapshot
No Edits at this time 21

22. Teacher Student Data Link Contacts
Chris Vance at
Annette Severson at 22

23. Human Resources 23

24. Known Defects
HQ edits do not appear to be working correctly-we are working on getting these resolved soon
HR007 – A full time teacher required at all schools.
Should not be checking this for PK only schools- edit has been correct
If exception is needed, please explaining the situation.
I am not able to enter exceptions at this time- we are working on getting this resolved. 24

25. Full time Equivalent (FTE)
Full time Equivalent (FTE) is calculated using:
Job class code (for job categories)
Hours per day
Contract days
FTE is calculated per record submitted
All Staff has an FTE calculated
Each job class code is categorized into 22 groups
Categories, Mode Contract Days and Mode Hours per Day is a report in Cognos

26. (Contract Days) x (Hours/Day) (Mode Contract Days) x (Mode Hours/Day)
FTE Calculation
Full Time Equivalence (F.T.E.) is calculated individually within their job class category by:
Each job class category has a mode contract days and mode hours/day based on the submitted data at the district level
(Contract Days) x (Hours/Day)
(Mode Contract Days) x (Mode Hours/Day)

27. FTE Example
Sally is reported with 6 hours/day and 180 contract days. Her job class is 201
In the Data Summary Report, the mode contract days is 160 and the mode hours/day is 8 for her job class category (Instructional )
FTE calculated by:
6 * 180 = 1080 =
8 * 160 = 1280

28. Data Pipeline Report Card March Periodic Walkthrough

29. 11th Grade Alternate Assessment for the Colorado ACT

30. Miss the Training on Jan. 8th ?
Assessing Students with a Disability Webpage - 11th Grade Alternate
If you need a refresher, the Jan. 8th live webinar training is posted on the Assessing
Students with a Disability webpage under the 11th Grade Alternate Assessment for Colorado ACT. Click on the name of the webinar to activate the recording. The PPT is posted underneath. 30

31. Jan. 27-Jan. 31 Preliminary Snapshot
4/11/2018
Jan. 27-Jan. 31 Preliminary Snapshot
Data Respondent
Create Preliminary Snapshot
Correct any Errors
District Assessment Coordinator
Verify Roster against IEP
Student meets participation requirements to for alternate standards and assessment
(took CoAlt)
This week, you should have completed your preliminary snapshot . The DAC is responsible for verifying that the roster is complete and correct.
The first snapshot you will take is a January Preliminary Snapshot. It will serve two important purposes:
1) 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. 31

32. Edit Data Edit Data - Create student roster of eligible students
4/11/2018
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.
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

33. Verify the Roster Here’s your roster! 4/11/2018
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. 33

34. Feb. 3-7 Order Materials on Webform
4/11/2018
Feb. 3-7 Order Materials on Webform
District Assessment Coordinator
Verify Roster= # needed
Feb Order test materials from CDE on webform
CLICK THIS LINK TO ORDER YOUR TEST PACKETS: 
NOTE:  Be sure to put a shipping address where you want to receive the test packets.
EVERY DISTRICT WILL SUBMIT AN ORDER—even if there are no students testing – enter a 0
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 students testing
NUMBER NEEDED: ______________ *(CDE will include one extra for emergency purposes.) If it is not used, it is to be destroyed April 25th. 34

35. Please Complete your order
4/11/2018
Order Test Packets
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. Be sure to include the SHIPPING ADDRESS where you want to receive the district shipment. Tests should be distributed one week prior to the opening of the testing window on April 1.
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.
Please Complete your order
by Friday, feb. 7th!

36. You are welcome to call or email with questions!
Linda Lamirande
Accommodations & Assessment Senior Consultant
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 wish you great success with the 11th Grade Alternate Assessment.

37. End of Year

38. End of Year will open early
End of Year will open February 24th
We are working on making Identity Management groups available.
Looking for volunteers to help work through issues
Please pilot the system 38

39. Important Dates for the 2013-14 Collection
Regular Process
Feb 24th – EOY opens for data submission
June 5th –  All districts create an End of Year snapshot. Snapshot must contain records.
June 19th –  All districts pass Student Interchange and Title I interchange level edits. Majority of data flows through to the snapshot.
July 31st - All districts have clean snapshot with no errors
September 11th  –  All districts submit their End of Year snapshots and approve initial Data Summary reports. This deadline is mandated under Colorado Administrative Rules.

40. Important Dates for the 2013-14 Collection
Phase A Process
September 29th through October 23rd – Cross LEA validation (reclaiming dropouts from prior collection years). 
If applicable, districts will be asked to participate in the Mini-Phase A post collection concerning transfers to facilities.
Phase B Process
October 30th through December 4th – Post Cross LEA validation (verifying transfers and dropouts within Colorado)
If applicable, districts will be asked to participate in the Mini-Phase B post collection concerning transfers to facilities.
Final Dates
December 5th – 11th – Districts review final rates after AYG reconciliation. New sign off page required if rates changed.
December 11th – Superintendents must approve final Data Summary Reports  (collection closes)
January 22nd, 2015 – Official/final data and rates posted on the CDE web site and released to the public

41. End of Year resources Transitioning website from ADE to Data Pipeline
Snapshots on left
End of Year
Direct link 41

42. SPECIAL EDUCATION DECEMBER COUNT42

43. New Business Rules
We are working on a couple of new rules but for now are checking on the following
If you are claiming any funding status you need to have the following fields populated
Pupil’s Attendance Information
Disability
Since EOY and December are combined in Interchange files zero-filled disability in Participation file is allowed because on EOY it happens for students found not eligible

44. BUGS 2862 DC018 2909 Staff Mode Contract AU 66050
AU needs to change the JCC
2909 Staff Mode Contract AU 66050
2907 Staff Mode Contract – not reporting accurate data
Mode Contract Days appears right but Mode Hours isn’t calculating correctly
2159 Number of Students Reported by AGE/DIS/AU/Facility Attendance
2885 DC002 – AU reported all errors aren’t showing up BUT log shows only the one instance not 3 44

45. BUGS
2857 Special Education Directors and Child Find Coordinators Getting Left off report
2646 SE260 Modification to exempt exits before 12/1
Modified in ESSU IEP INTERCHANGE waiting on fix in DP
2769 Indicator 9 Percentage calculations – RESOLVED 45

46. February 5th Deadline Moved the date to Friday February 7th
Date by which the Administrative Unit must have generated a Complete December Snapshot and Approved their data in Pipeline
The following signed reports are due
Student Data Validity Certification Report
Staff Data Validity Certification Report
If you think there is an error on the report please provide us with a message on the reports. Send the reports to Kristi Gleason or fax 46

47. SUBMIT TO CDE
You need the DEC Approval role in order to submit the files to CDE
The files must be error free
There is no form to download and sign off on
Submitting to CDE is = to Approving
If you need to make a change we will need to unlock the files 47

48. DUPLICATES
We will start running duplicates Monday once everyone has submitted error free data to the Data Pipeline
AUs will have from February 13th through February 20th to resolve all duplicates
NEW THIS YEAR - AUs will be making the change
It would really help us if you could go into IDM and add your phone number to your account if you haven’t already done so. 48

49. Just Keep Swimming 49

50. Special Education Technical Assistance Helpful Hints
If you have any questions or need assistance, please the Data Pipeline Support Team
Additionally please the data team. ;
In the subject line please provide the Administrative Unit Number and the District Code if applicable as well as the subject of your .
Please do not leave the same voice mail to more than one person or separate s. We will respond to your inquiries as quickly as possible.
Thank you 50

51. Contact Information
– New method for us to better meet and record LEA needs
Kristi Gleason –
Lindsey Heitman –
Orla Bolger –
Kathy Baca
Sonia Vargas – 51

52. Thank you for joining us today
Thank you for joining us today! And to end this meeting with wise words from Dr. Seuss: Today is your day! You're off to Great Places! You have brains in your head. You have feet in your shoes You can steer yourself any direction you choose. OH! THE PLACES YOU'LL GO! KID, YOU'LL MOVE MOUNTAINS! Your mountain is waiting. So...get on your way! Next Town Hall: February 13th