1. Data Pipeline Town Hall April 7, 2016
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
4/14/2018
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 Identity Management
Discipline
System Outage April 12th
READ Collection
Teacher Student Data Link (TSDL)
Student Discipline and Attendance (SDA)
Student End of Year
Student AYG
Confirmation of Attendance/Record Request
Report Card March
Student Biographical Data
CDE Data Collections Regional Tour
Data Pipeline Users Group
Access SBD Merging of Student Demographic Data

7. Introductions 7

8. Open Collections in Data Pipeline8

9. Open Data Pipeline Collections
Year Round
Directory
4 Day School Week
School Code Changes
RITS
EDIS
Periodic
Report Card March (Closes April 8th) 9

10. Open Data Pipeline Collections
4/14/2018
Open Data Pipeline Collections
Snapshots
Student End of Year (Soft Open)
Teacher Student Data Link
READ
Coming Soon
Special Education Discipline (Interchange open April 11th) 10

11. Identity Management 11

12. Identity Management Upgrade
CDE is extending the final cut over date to April 26th
Issue discovered with multi-organization LAM in delegated administration application
LEA’s can continue to use both the legacy system through that date
New release coming out this week to address other know issues
All users and roles continue to be migrated from 10g to 11g
Questions and Answer sessions continuing through April
Will continue on Tuesday’s from 9-10 am
Meeting topics for next week – New release issues addressed
Allow LEA’s to ask questions after the official cut over
We will be sending out a reminder out Monday’s
Don’t wait for the meeting, report any issues right away 12

13. Identity Management Upgrade
Meeting Information:
The URL: Conference Bridge
CDE continues to monitor how may LEA’s are moving over
Number of LEA’s moving over slowed down over the past week
Questions or concerns about the rollout? 13

14. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 14

15. (Students with Disabilities Uploaded by Districts)
Discipline
(Students with Disabilities
Uploaded by Districts) 15

16. DISCIPLINE (Students with disabilities) Interchange Opening
Districts may start uploading discipline interchange on April 11th Happy Submitting! 16

17. Technical Assistance
Remember to include the Administrative Unit and District Number, Collection, and Subject. If you are getting a specific error or have an issue with a particular report provide the business rule or report name. with technical issues and copy the team. Just a phone call away Kristi 17

18. System Outage April 12th 18

19. Tuesday weekly maintenance
Just a reminder CDE does weekly maintenance on Tuesdays between 5:00 PM and 10:00 PM.
System will be down for extended time this week on April 12th
Planned outage from 5:00 PM until possible midnight
System will be unavailable during this time 19

20. READ Collection 20

21. READ Data Collection Purpose: Criteria:
The purpose of the READ collection is to determine per-pupil funding for students who are identified as having a significant reading deficiency at the end of the school year
Criteria:
Create and submit records for all students who:
Are in K-3rd grade enrolled at the time of data submission AND
4-12th grade students who are included in the READ cohort from any district
For the school year you will include all K-3 students enrolled on the date of submission and 4-6 grade cohort students 21

22. 2015-16 READ Data Element Updates
4/14/2018
READ Data Element Updates
How do identify your cohort students:
1. Run the Extract Report in COGNOS – “Student extract of 4-12 graders with a significant reading deficiency in the prior year”
2. Run this report for the current school year ( ). Districts will be able to download an excel file pre-loaded with all READ fields for 4-12 graders except for the READ Plan field.
3. Districts must add the value for READ Plan ( 0 or 1) to indicate if the cohort student remains in the cohort or if they have exited from the cohort based on READ Plan ( 0 – No or 1 – Yes)
4. Districts will then remove the Entry Grade Level column and copy and paste this information into their READ file before submitting data
IMPORTANT: Districts must ensure that the student interchange is updated prior to running this report
This report now includes grade level!
For your 4-6th grade cohort students, you are only reporting the 4-6th grade students that appear in your cohort. NOT all of the 4-6 grade students who are enrolled. 22

23. 2015-16 READ Data Element Updates
Changes for students identified as having an IEP and the subsequent changes to the collection codes
READ Status now excludes READ Status of 3 (3rd grade student took CoAlt or K-2 student eligible to take CoAlt)
READ Test now excludes READ Test of 05 (Exemption: Special Education)
READ Test now includes READ Test of 13 (Special Education student tested using alternative approved measures)
READ Score for READ Test 13 will be ‘8888’ 23

24. COGNOS Reports
Report that allows a view of your entire file with grade level included
Pre-populated excel file of your 4-6 grade cohort students 24

25. Identity Management Roles
4/14/2018
Identity Management Roles
Before you do any loads to Data Pipeline, ensure you have the correct roles:
For uploading and editing the READ file: Submit and Modify Role REDLEAUSER
For uploading, editing and submitting READ file: Approve Role REDLEAAPPROVER
This is the group of people who will receive all communications for our collection through our list serve
You will need to ask your Local Access Manager (LAM) for the necessary rights if you do not have them
Please contact the READ collection manager (Whitney Westgaard) if you do not know your LAM to obtain this information 25

26. READ Collection Key Dates
4/14/2018
READ Collection Key Dates
April 1: READ collection opens
May 15: All districts create and submit beginning READ file to ensure correct file layout
June 16: Districts complete submission of READ files by close of business – all submissions are finalized and submissions will be locked
July 1: Districts resubmit with duplicates removed from file – the READ collection closes
July 27: Final SRD numbers and funding are ed to districts READ respondents and superintendents
Week of August 10: Anticipate distribution of READ funds to districts 26

27. 4/14/2018
READ Resources
READ resources can be found at:
Data collection timeline
Data Elements
File layout (no change)
Business Rules
Webinar trainings (recorded webinar from 3/31)
Additional resources – Frequently Asked Questions and Assessment Cut Scores 27

28. Questions? THANK YOU! Contact Whitney Westgaard
4/14/2018
Questions?
Contact Whitney Westgaard
Phone:
THANK YOU! 28

29. Teacher Student Data Link29

30. Important Dates Statewide Standard Course Code Submission Interchange:
Open year round
Must be completed prior to uploading TSDL interchange files
Deadline is March 31st 2016
Interchange:
Open November 2, 2015
Remains open throughout the year
Snapshot:
Opened Monday, February 29, 2016
GOAL: “Submit to CDE” by June 30, 2016
Finalize by Friday, August 26, 2016 30

31. Managing the Collection – suggested dates to ensure success
4/14/2018
Managing the Collection – suggested dates to ensure success
Friday, March 11, 2016 – have 1 TSDL file submitted
Friday, March 25, 2016 – have both TSDL files submitted
Friday, April 8, 2016 – have 1 TSDL file error free
Friday, April 29, 2016 – have both TSDL files error free
Friday, May 6, 2016 – have TSDL Snapshot created to review reports
Friday, May 27, 2016 – TSDL Snapshot “submit to CDE”
ACTUAL DEADLINE: Approvals must be completed on or before August 26, 2016 31

32. Common Errors/Warnings
4/14/2018
Common Errors/Warnings
TD027 – This is just a warning to say that the “Verified” field will be required next year and N/A will not be an option.
TD042 – Need to map courses to corresponding SCED.
Joslyn DONE 32

33. Bug Updates TD032 – School Codes missing in the file
4/14/2018
Bug Updates
TD032 – School Codes missing in the file
Resolved this week for closed and private schools
Schools with PK-K only are still causing the error incorrectly
COGNOS Reports – Working on a resolution for time
Select only 1-2 errors to review details at a time
Use Pipeline Error Reports if possible (summary errors pertaining to schools only available in cognos)
The more errors in the file, the longer the cognos reports will take
Joslyn DONE 33

34. Resources Please contact us with any questions: Deadlines
Deadlines
File Layouts and Definitions
Business Rules
Training
Process and Checklist of Steps
Please contact us with any questions:
Joslyn Robich:
Annette Severson:
Kevin Smith: 34

35. School Discipline and Attendance35

36. School Discipline and Attendance (SDA)
4/14/2018
Discipline Interchange/
Discipline Snapshot
School Discipline and Attendance (SDA)
Interchange/Snapshot
Student Level Data
ONLY Students with disabilities are included
Districts submit data in pipeline; AU’s create and finalize Discipline Snapshot data
Periodic Collection
School Level Data
count of incidents
count of students
ALL Students disciplined counted and reported
Districts Submit data and finalize data within ADE 36

37. Available Resources 2015-16 Summary of Updates
Training Dates and Timeline
Calculating Attendance in Online Schools
SDA Frequently Asked Questions
SDA Process Document
Behavior Statutes and Clarifications
Guide for Determining Most Serious Incidents
File Layouts, Timeline, Trainings, Business Rules, and Templates
Data Pipeline -> Periodic Collections -> School Discipline and Attendance: 37

38. Training Dates and Timeline
Posted at:
SDA Trainings (identical):
Thursday, April 28th from 3 to 4 pm
Monday, May 9th from 2 to 3 pm
Wednesday, May 4th from 12 to 1 pm
Tuesday, May 17th from 11 to 12 (noon)
SDA Timeline:
Monday, May 9th – Collection Opens
Friday, June 10th – Upload at least 1 file and update ‘No Reportable Incidents’ tab
Thursday, June 16th – All applicable files uploaded
Thursday, June 23rd – All applicable files are error free
Thursday, June 30th – All files are finalized 38

39. Review of SDA File Updates
Firearm (GFSA) Discipline File
Addition of Grade Level in file layout
Discipline by Student Demographic File
Removal of the Habitually Disruptive Students field
Attendance Data File - No updates
Annette 39

40. Review of SDA File Updates
Discipline by Action File:
Behavior Code Updates:
Drug Violations – no longer includes marijuana violations
Detrimental Behavior – includes incidents of bullying
Marijuana – added
Sexual Violence/Battery (other than Rape) – added
Rape or Attempted Rape – added
Referral to Law Enforcement – definition updated
All changes posted at: 40

41. Questions?
Contact Annette Severson at for assistance
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 41

42. Student End of Year 42

43. 2015-16 End of Year Schedule Regular Process
4/14/2018
End of Year Schedule
Regular Process
Monday, February 1st  – Student End of Year snapshot soft open. Districts may upload interchange files and create snapshots as process enhancements continue to be made to final snapshot
Monday, May 2nd  – Student End of Year snapshot hard open. Updated edits are live.
Thursday, June 2nd – All districts create an End of Year snapshot. Snapshot must contain records
Student End of Year — Duncan Anderson —
43 Student End of Year — Duncan Anderson —

44. 4/14/2018
End of Year Schedule
Full timeline now available:
Business Rules documentation will continue to be clarified and updated as we approach the hard open.
Interchange files are the same as you’ve updated all year, the business rule changes help provide clarification to the process
If you are new and would appreciate a more detailed walkthrough of the EOY process, please contact Duncan to schedule an introductory training.
— (303)
Student End of Year — Duncan Anderson —
44 Student End of Year — Duncan Anderson —

45. Student AYG 45

46. Anticipated Year of Graduation for Student End of Year
4/14/2018
Anticipated Year of Graduation for Student End of Year
Students are assigned an Anticipated Year of Graduation (AYG) in End of Year when they first attend high school in Colorado after 10/1 of a school year.
AYG is determined based off a student’s grade plus the number of years it would take the student to complete on-time:
Grade
First Year in HS in CO
AYG
9th
10th
11th
12th
Student End of Year — Duncan Anderson —
46 Student End of Year — Duncan Anderson —

47. Anticipated Year of Graduation for Student End of Year
4/14/2018
Anticipated Year of Graduation for Student End of Year
Districts can see the AYG of their students by downloading the EOY Snapshot Records report in Cognos
Districts can see the students in the upcoming, current and historic graduation cohort groups using the EOY Student List – Students from Current AYG Cognos report
Please contact Duncan if there are any questions concerning a student’s assigned AYG
Student End of Year — Duncan Anderson —
47 Student End of Year — Duncan Anderson —

48. Anticipated Year of Graduation for Student End of Year
4/14/2018
Anticipated Year of Graduation for Student End of Year
A student’s AYG is initially set based just your district’s data and can very infrequently be subject to change once other districts have finalized their EOY submission in December. This can impact graduation rates.
The most common scenario where this occurs is if a student transfers between districts and changes grade levels during their first year of high school. The higher grade level determines AYG.
Development is working on a new Cognos report and notification if this occurs in your district. More information will be available as we approach that phase of the collection.
Student End of Year — Duncan Anderson —
48 Student End of Year — Duncan Anderson —

49. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 49

50. Confirmation of Attendance/Record Request
4/14/2018
Confirmation of Attendance/Record Request
Student End of Year — Duncan Anderson — 50

51. Student End of Year Documentation
4/14/2018
Student End of Year Documentation
CDE needs to account for student transfers between school districts in the End of Year collection
This is usually accomplished by having one district (the “originating” district) exit a student with a 13 and the other district (the “receiving” district) report attendance for the student later on in the year
When the receiving district does not report the student, then the originating district must provide adequate documentation of Confirmation of Student Enrollment and Attendance (basically a signed form from the receiving district stating the dates that the student enrolled AND began attending)
Student End of Year — Duncan Anderson —
51 Student End of Year — Duncan Anderson —

52. Right now, the process typically works like this:
Records Request/Confirmation of E & A (Student End of Year – Duncan Anderson)
Right now, the process typically works like this:
Student leaves Originating District
Student enrolls in Receiving District
Receiving District Sends Records Request to Originating
Originating district sends records, considers the student transferred
Student End of Year — Duncan Anderson —
Error in EOY
Originating district sends a Request for Confirmation of E & A form
Receiving district confirms attendance of student
Originating district request CDE exception
52 Student End of Year — Duncan Anderson —

53. Originating district sends a Request for Confirmation of E & A form
Records Request/Confirmation of E & A (Student End of Year – Duncan Anderson)
So the goal is for the process to have fewer steps and not require waiting until November to obtain documentation
Originating districts requested the ability to submit records requests from the receiving district as documentation of transfer. However, the standard template of the record request form can’t be used because does not have the Date of Enrollment and Date of Attendance lines
Those lines have been added to the new template and change the process to look like this:
Student End of Year — Duncan Anderson —
53 Student End of Year — Duncan Anderson —
Originating district sends a Request for Confirmation of E & A form

54. Process using the NEW template:
Records Request/Confirmation of E & A (Student End of Year – Duncan Anderson)
Process using the NEW template:
Student leaves Originating District
Student enrolls AND ATTENDS in Receiving District
Receiving District Sends new Records Request/Confirmation form to Originating
Originating district sends records, considers the student transferred
Student End of Year — Duncan Anderson —
Error in EOY
Originating district uses the Records Request/Confirmation form as adequate documentation and submits exception to CDE
54 Student End of Year — Duncan Anderson —
Originating district sends a Request for Confirmation of E & A form

55. English Template http://www.cde.state.co.us/node/27747
Records Request/Confirmation of E & A (Student End of Year – Duncan Anderson)
English Template
Spanish Template available soon
This is an optional, additional template added for districts to use as Adequate Documentation
This form can replace regular Record Request forms in situations where the student has enrolled and begun attending their new school
Student End of Year — Duncan Anderson —
55 Student End of Year — Duncan Anderson —

56. More information on adequate documentation:
Records Request/Confirmation of E & A (Student End of Year – Duncan Anderson)
More information on adequate documentation:
These forms can be modified to suit the needs of individual districts and schools, but should still communicate the same information.
Please let me know if you have any questions on usage or suggestions to improve the template
Student End of Year — Duncan Anderson —
56 Student End of Year — Duncan Anderson —

57. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 57

58. Report Card March 58

59. Report Card March
Report Card March Collection is open until April 8th.
Remember to approve the Report Card March Collection. (Some districts are forgetting this step)
Please send in the signed Superintendent forms.
File layouts and definitions can be found at:
If you have any questions please contact Dennis St. Hilaire at or call

60. Student Biographical Data60

61. Future SBD Dates SBD for CMAS (includes PARCC) SBD for ACT SBD for DLM
Tuesday, May 31st, 2016 to Thursday, June 9th, 2016
SBD for ACT
Monday, June 13th, 2016 to Monday, June 20th, 2016
SBD for DLM
Monday, June 20th, 2016 to Monday, June 27th, 2016
SBD for PSAT
To be determined

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 Jasmine Carey or Melissa Mincic 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. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 63

64. CDE Data Collections Statewide Tour64

65. Statewide Tour Upcoming locations Email was sent out yesterday
Wednesday, April 27, Jefferson County (Golden)
Monday, May 2, Douglas County
Wednesday, May 4, Colorado Springs
Monday, May 9, Ft. Morgan
was sent out yesterday 65

66. Statewide Tour Trainings will be two sessions Morning 9:00 – 12:00
Geared towards people new to data collections or who would like a refresher
Introduction and Overview of system
Why CDE collects the data
Lunch on your own
Afternoon 1:00 – 4:00
More advanced material covered plus additional information including:
Data Privacy
Common concerns 66

67. Statewide Tour Who should attend? People who work with RITS or EDIS
Respondents who work with Data Pipeline collections
Administrative Units and District data managers 67

68. Statewide Tour
Please let us know if there is anything specific you would like to see at a training.
Please register via to Genevieve or Kevin
Indicate if attending morning, afternoon or both
Include full name, , and phone number in case of cancellation
Any specific questions or material you would like to see 68

69. Data Pipeline Users Group69

70. Data Pipeline Users Group
Next meeting is Thursday, April 14th from 2:00 – 3:00
Potential discussion items
Kindergarten readiness
Individual Career and Academic Plan (ICAP)
Graduation Guidelines
SBD Processing
Collecting Military family designation 70

71. ACCESS SBD Merging of Student Demographic Data71

72. SBD using student profile data
Open discussion
Feedback welcome
Request to be able to tag students for the SBDs
Other suggestions
Thoughts? 72

73. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 73

74. Thursday, April 14th, 2016 9 a.m.-10 a.m.
Thanks for joining us today!
Next Town Hall:
Thursday, April 14th, a.m.-10 a.m. 74