1. Data Pipeline Town Hall January 26, 2017
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
5/25/2018
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
Special Education December Count
Student End of Year
Read Act
Human Resources
TSDL
Civil Rights Data Collection (CRDC)
SBD Reviews

7. Introductions 7

8. Open Collections in Data Pipeline8

9. Open Data Pipeline Collections
Year Round
Directory
RITS
EDIS
Periodic
Interchanges
Staff
Student
Special Education December Count IEP
TSDL 9

10. Open Data Pipeline Collections
5/25/2018
Open Data Pipeline Collections
Snapshots
Human Resources
Special Education December Count
Coming Soon
Student End of Year for (February Soft Opening)
TSDL Snapshot
Directory 4 day school week applications (2/1/2017) 10

11. December Count Data Collection
Special Education
December Count Data Collection 11

12. Special Education December Count Update
Records Not In Dec Report (under Pipeline Reports)
Records are popping into the Staff Assignment section with regular education staff with the message “Record not in Snapshot”. Development is looking into a fix. You may ignore those records in the report for now. You can download the report in excel and filter on the note column and review all messages. You can compare special education records in the staff assignment file with special education flag 1 with the Special Education December Count Staff Included report to ensure you have all staff records included in the snapshot. Remember the Admin Code must be populated on both the profile and the assignment file, special education flag must equal 1, and employment status codes must meet the snapshot criteria. 12
Special Education December Count - Kristi Gleason

13. TIMELINE 19th: Interchange and Snapshot Errors must be resolved
November
3rd: Snapshot Open
17th: Interchange Files uploaded at least once
December
1st: Official Count Date
8th: Snapshot created at least once
15th: Interchange files error free
January
19th: Interchange and Snapshot Errors must be resolved
20th - 26th: Review Staff and Student Reports
*26th: Complete December Count Snapshot, Interchange and Snapshot Errors must be resolved, Staff and Student Data Validity Certifications signed and uploaded to DMS
February
1st-9th: Research and resolve duplicates and data validity issues
9th: All duplicates resolved, new snapshot created and all Interchange and Snapshot errors resolved
9th-16th: Final Report review
16th: Special Education Closed, Data Submitted to CDE, ALL Final Reports are signed and submitted to DMS 13
Special Education December Count - Kristi Gleason

14. Special Education December Count January 26, 2017
On January 26th all Interchange and Snapshot errors will need to be resolved and the signed Staff and Student Data Validity Certification reports uploaded to DMS verifying the data to date is valid and reliable. This is a statewide deadline necessary for conducting the duplicate process. Do NOT submit data to the data pipeline. That will happen on February 16 at the close of the collection. Once you meet today’s deadline please don’t make any changes. CDE will provide instructions beginning February 1st on how to resolve duplicates or any data validity issues identified. Lauren is reaching out to Admin Units with Staff Approval Matrix issues that can be resolved. Not all records with SAM Warnings or in the 1.5 Staff Report can be resolved depending on the issue. 14
Special Education December Count - Kristi Gleason

15. Special Education December Count Resources
Recently added Trainings - Special Education December Count Report Training December Count Report Checklist 15
Special Education December Count - Kristi Gleason

16. Special Education December Count Report Checklist16
Special Education December Count - Kristi Gleason

17. Special Education December Count Report Checklist17
Special Education December Count - Kristi Gleason

18. Special Education December Count Assistance Needed?
We are here to help…send an or pick up the phone!
No question or concern should remain unanswered or unresolved. There may be something you uncover in your Snapshot data that missed internal CDE testing.
Please contact us to help you navigate through proper coding and with any warning messages related to the SAM process.
protocol – please include:
District # and Administrative Unit #
Phone number where you may be reached
Subject of the
NOTE: Never send files or reports via – contact us to determine best technical assistance avenue. 18
Special Education December Count - Kristi Gleason

19. Special Education December Count SAM Contact Information
Lauren Rossini - Staff Reporting and Qualifications Exceptional Student Services Unit Phone: Kristi Gleason – Special Education December Count Custodian Data Services Office Phone: 19
Special Education December Count - Kristi Gleason

20. Special Education December Count Contact Information
Kristi Gleason – Special Education December Count Collection Lead Data Services Office Phone: Lindsey Heitman Data Services Phone: Orla Bolger Exceptional Student Services Unit Phone: 20
Special Education December Count - Kristi Gleason

21. Special Education December Count Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box.
Kristi Gleason (303) 21
Special Education December Count - Kristi Gleason

22. Student End of Year 22

23. 5/25/2018
Data Release
Please note, spreadsheets and data dashboard are available
Help me make the End of Year collection better!
Please fill out this survey with suggestions:
Feel free to contact me if you have any questions concerning your rates or the collection
Student End of Year — Duncan Anderson —
23 Student End of Year — Duncan Anderson —

24. Read Act 24

25. READ Webinar: Budget Planning & Reporting Requirements
The Office of Literacy will be hosting an informational webinar on Wednesday, February 1st at 1:00 to support LEA’s in preparing for the budget planning and reporting requirement for the 2017 READ data collection
The webinar will provide information on the following:
Overview of statute as it relates to the READ data collection
View into Pipeline showing what the survey will look like
Discussion on process for submission and review 25

26. READ Webinar: Budget Planning & Reporting Requirements (cont.)
District leads for the READ Act and READ Respondents are encouraged to attend
The link to access the webinar will be posted here next week
Questions? Please contact Whitney Westgaard at 26

27. Human Resources Snapshot27

28. HR Remaining Timeline Dates
January
19th- 26th: Review Special Ed data reports and Assist with special education duplication process as needed
February
2nd: Snapshot error free
2nd – 16th: Review reports
16th: Snapshot must be finalized on or before this date
Staff Interchange/Human Resources— Annette Severson—

29. Evaluation Ratings
Teachers and SSPs are required to report Evaluation Ratings; this includes:
Teacher/SSP Quality 6 & Principal Quality 7 ratings and codes are different than the others:
Teachers (201, 202, 206)
Physical Therapist (235)
Interventionists (222, 223)
Psychologist (236)
Librarians (216)
Social Worker (237)
Counselors (211)
Speech-Language Pathologist (238)
Audiologist (231)
Registered Nurse (233)
School Orientation and Mobility Specialist (242)
Occupational Therapist (234) 00
N/A 01
More than Expected 02
Expected 03
Less than Expected 04
Much Less than Expected 05
Not rated in prior year for reason other than being new 29
Staff Interchange/Human Resources— Annette Severson—

30. Hints
Be sure to use ‘Create’ Snapshot to update data after uploading new staff interchange files. The ‘Update’ function only updates certain fields
Staff that do not have a BA or higher, use the Subject Area of Degree code 2100 for No Degree if required for job class code
Send signature pages to me- either or fax: 30
Staff Interchange/Human Resources— Annette Severson—

31. Additional Information
Please contact me for help, additional resources can be found:
Staff Interchange:
Human Resources:
Contact: Annette Severson
(303) or 31
Staff Interchange/Human Resources— Annette Severson—

32. Teacher Student Data Link32

33. Important Dates Statewide Standard Course Code Submission Interchange:
Open year round
Must be completed prior to uploading TSDL interchange files
Interchange:
Open Monday, November 14, 2016
Remains open throughout the year
Snapshot:
Open Wednesday, February 1, 2017
GOAL: “Submit to CDE” by Friday, June 30, 2017
REQUIRED DEADLINE: Finalize by Friday, August 25, 2017 33

34. Migrant Student Resources
The regional MEP provides each district with a list of migrant student who have been identified as migrant for each school year.
The regional MEP contacts are now posted online under Additional Resources for TSDL:
If districts are not receiving their migrant list from the regional MEP offices, please contact Brenda Meyer at 34

35. Training Two webinar trainings will be offered:
Thursday, February 9th 10:30 to 11:30 am
Tuesday, February 14th from 1 to 2 pm
Each webinar will contain the same information
Questions from TSDL survey will be incorporated in trainings
Training will be recorded and available online for those not able to attend

36. Resources
File layouts, templates, business rules, authority, process and checklist of steps and previous training slides can be referenced at:
Contacts:
Hai Huynh - or
Annette Severson – or 36

37. 2015-16 Civil Rights Data Collection (CRDC)37

38. CRDC
Documentation on the School Level Table has been posted at
Elements CDE will provide have been posted at
January 24th CDE CRDC webinar items posted
Slides
Recording
CDE Notes
Jan Rose Petro

39. CRDC 39

40. CRDC 40

41. CRDC 41

42. CRDC 42

43. CRDC 43

44. CDE Notes for LEAs
CDE will zero-fill fields related to Zero Tolerance Policies
Corporal Punishment = N (no need to zero-fill)
LEAs with Integrated Math will need to add these students to appropriate counts as applicable
All discipline data from School Discipline & Attendance
Course Completion- lots of missing data
Align Alternative School flags (LEAs fix warning)
PSC must fix missing NCES IDs and closed schools
Jan Rose Petro

45. 2015-16 CRDC CDE begin pre-population on Tuesday, January 17, 2017
CRDC will open to LEAs on February 10, 2017
Deadline is April 28, 2017
AWS (Advance Website)
Partner Support: (855) or
Jan Rose Petro

46. CRDC 46

47. OCR Resources to Prepare
How to Create Additional User Accounts:
Complete List of Data Elements for the Collection:
Data Topics by Collection Timeframe:
Screenshots of the Data Submission System:
How to Organize Data Submissions:
Data Collection Template, School Form (in MS Excel format):
Data Collection Template, LEA Form (in MS Excel format):
NOTE: Instructional videos will be uploaded prior to opening. A broadcast will announce when and where to access on CRDC website.
Jan Rose Petro

48. OCR Resources to Prepare
Jan Rose Petro

49. OCR Resources to Prepare
Jan Rose Petro

50. OCR Resources to Prepare
Jan Rose Petro

51. SBD Reviews 51

52. Student Assessment Data Cycle
STUDENT TESTING
Districts can update data in vendor system before, during, or after testing*
PRE-ID EXTRACT
Districts upload data to Data Pipeline
CDE downloads data from Data Pipeline to submit to vendor system
CDE submits data to vendor system
SBD REVIEW
Vendor provides data to CDE
CDE loads data into Data Pipeline
Districts download and update data
Districts submit and approve data
CDE returns data to vendor
Vendor merges student demographic data with score data and provides files and reports to districts and schools through vendor system
*Not applicable for all assessments 52
Assessment ∙ Melissa Mincic ∙ or

53. Student Assessment Data Cycle: Before Testing
Pre-ID Extract & Student Testing Prep (CMAS Example)
Cycle Activity
Task
Expected Date(s)
Pre-ID extract
Districts update data in Data Pipeline
December 16th
CDE downloads data from Data Pipeline, validates file for accuracy and completeness, and submits to vendor system
December 16th – January 6th
Preparing for student testing in vendor system
Districts work in vendor system to:
Assign student test accommodations
Confirm testing format (i.e., online or paper)
January 9th –
January 27th
Districts complete student transfer requests
April 28th
Vendor creates labels for testing booklets
Districts update student demographic data in vendor system (can be done in vendor system and/or during SBD)
May 17th 53
Assessment ∙ Melissa Mincic ∙ or

54. Student Assessment Data Cycle: During Testing
Student Testing (CMAS Example)
Cycle Activity
Task
Expected Date(s)
Student testing
Districts conduct testing
April 10th –
April 28th*
Districts update demographic data and not tested/void codes in vendor system (can be done in vendor system and/or during SBD)
Prior to May 17th
*Some districts may begin testing online ELA/math as early as March 17th and high school science as early as March 27th. 54
Assessment ∙ Melissa Mincic ∙ or

55. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Student Assessment Data Cycle: After Testing
Student Testing & SBD Review (CMAS Example)
Cycle Activity
Task
Expected Date(s)
Data clean up in vendor system
Vendor receives all scorable paper tests*
May 5th
Districts update demographic data and not tested/void codes in vendor system (can be done in vendor system and/or during SBD)
Prior to May 17th
SBD review
Vendor provides data to CDE
May 19th
CDE loads data into Data Pipeline
May 22nd
Districts download and update data
(demographic data and void/invalidation codes can be updated in vendor system and/or during SBD)
Districts submit and approve data
June 1st
CDE validates data and returns data to vendor
Immediately after SBD closes
*If scorable materials are not picked up by May 3rd, there is no guarantee that records for these PBT students
will be included in SBD or scored. 55
Assessment ∙ Melissa Mincic ∙ or

56. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Student Assessment Data Cycle: After Testing
Release of Results (CMAS Example)
Cycle Activity
Task
Expected Timeline
Creation of score file, data validation and quality control processes
Vendor merges student demographic data with score data, validates data, and provides student level data files to CDE
Immediately upon receipt of SBD data from CDE
CDE validates student level score files
Immediately upon receipt of score files from vendor
Embargoed release of student level data files
CDE releases embargoed student level data files to districts and schools through vendor system
ELA/math – Paper scores may
be available after online results
Preliminary rolling file: early June
Final student data file: early July
S/SS student data file: mid June 56
Assessment ∙ Melissa Mincic ∙ or

57. 2016-2017 SBD Reviews Assessment Tentative SBD Review Window
ACCESS for ELLs
03/13/17-03/24/17
CO PSAT 10/CO SAT*
05/15/17-05/24/17
CMAS
Science/social studies
CoAlt science/social studies
ELA/math (PARCC )
CSLA
05/22/17-06/01/17
DLM
06/19/17-06/27/17
*Will count for accountability reporting beginning in 2017 57
Assessment ∙ Melissa Mincic ∙ or

58. 2016-2017 SBD Reviews SBD T/TA resources
Please provide us your feedback by Friday, 02/17!
SBD manual:
SBD training webinar:
Resource
Date Available/Scheduled
SBD manual
Friday
02/24/17
COB
SBD training webinars
Tuesday
Wednesday
03/07/17
03/08/17
1:00-2:00 pm
9:00-10:00 am 58
Assessment ∙ Melissa Mincic ∙ or

59. Thursday, February 2nd, 2017 9 a.m.-10 a.m.
Thank you for joining us today!
Next Town Hall:
Thursday, February 2nd, a.m.-10 a.m. 59