1. Teacher Student Data Link (TSDL)
Hai Huynh
Annette Severson
February 2017

2. Contents Understanding TSDL Upload Process Timeline Updates Resources
7/24/2018
Contents
Understanding TSDL
Purpose
Data Uses
Authority
Requirements
Upload Process
Interchange
Snapshot
Data Validation
Timeline
Updates
Resources
Good 2

3. What is TSDL and Purpose?
Teacher-Student Data Link
Student
Course
Teacher
Teacher Prep Program
Student achievement and growth
Characteristics of placement 3

4. Data Uses: Reporting and Analysis
TSDL data used in two ways: for analysis and for federal reporting
Analysis: Course Participation and Achievement Report (live)
The degree to which students have opportunities to participate in rigorous courses
Relationship between courses students take and performance
Identify courses needing modification or improvements
Released to districts on Nov 1, 2016
Report uses TSDL (course enrollment) and state course code data
Access report through CEDAR
Connect with district’s LAM for access privileges 4

5. Screen Shots 5

6. Data Uses: Reporting and Analysis (cont.)
Public District Course Directory (public)
Interact tool allows users to view and identify courses a district offers
Released to the public on Nov 1, 2016
Report uses state course code data
Educator Preparation Performance Report (development):
Review of teacher preparation programs pursuant to
Report will use TSDL (both course enrollment and course instructor) and state course code 6

7. 7

8. Data Reporting – CRDC on behalf of districts
Since 1968, the U.S. Department of Education (ED) has conducted the Civil Rights Data Collection (CRDC) to collect data on key education and civil rights issues in our nation's public schools
Previously, all data was reported directly from the LEA to ED. Starting for the collection, CDE pre-populates data if possible based on data reported from LEAs to CDE
Collection is completed every other year
TSDL data elements provide 23% of all data elements CDE pre-populates for LEAs 8

9. 7/24/2018
Authority To Collect
Derived from both Colorado Revised Statutes (C.R.S) and the Colorado State Board of Education’s rules:
Concerning Statutory Changes to K-12 Education, House Bill :
Course Participation and Student Proficiency Reports, House Bill :
Monitoring of Written Evaluation System, C.R.S (1.5) (a-b)
Rules for administration of a statewide system to evaluate the effectiveness of licensed personnel employed by school districts and boards of cooperative services 1 CCR (6.04) (i), (A), (C) (2) (b, d, and e), and (C) (3) (a).
Commissioner Duties - reviewing the content of educator preparation programs in Colorado, C.R.S (p-q)
Toby 9

10. Process to Submit TSDL Data
Ensuring student demographics and staff profile interchange files are updated
Map course codes to SCED Codes
Prepare and Upload Course Enrollment and Course Instructor files
Review , Correct and Re-Upload TSDL data files as needed
Create TSDL Snapshot and Review Snapshot Reports for data accuracy 10

11. TSDL Requirements
TSDL Interchange consists of 2 data files: Course Enrollment and Course Instructor File
Include in TSDL Files:
All students enrolled in the same course/section greater than four consecutive weeks.
All teachers employed during the current school year.
Data for only mathematics, science, social studies, and English language arts
For grades K-12
Prior to uploading TSDL interchange data files:
Student Data must be submitted in Student Interchange Files
Staff Data must be submitted in Staff Interchange Files
All Local Course Codes must be Mapped to the Standard Course Codes – the above TSDL exclusions do not apply 11

12. Instructor data needs revised No
Upload Course Instructor file
Upload Course Enrollment file
Errors?
Errors? No No
Yes
Yes
TSDL Snapshot
Correct and re-upload Course Enrollment file
Correct and re-upload Course Instructor file
Errors?
Yes
Yes
Instructor data needs revised No
Enrollment data needs revised
Data is Accurate
Review Cognos Reports for Accuracy
Submit to CDE 12

13. Interchange Process 13

14. Interchange Process
Create/Update Data Files
Upload files in Format Checker
Upload files in Data File Upload
Review Batch Maintenance
Review Error Reports in Cognos
Correct Data Files in Source System
Once No Errors in All Files Needed -> Create Snapshot 14

15. Creating Files - Notes Pull data files from SIS Extract
Create Course Enrollment File and Create Course Instructor File
Requirements for all files:
Excel, CSV or Text File all accepted
Need 2 separate files
1st record of data must be field names/titles 15

16. Teacher Student Data Link Interchange: Access
Local Access Manager (LAM) will need to assign you prior to logging into Pipeline
TSL_LEAUSER – upload data files
TSL_LEAVIEWER – View data and error reports only
Can only be assigned one or the other 16

17. Accessing Data Pipeline
Data Pipeline 17

18. Pipeline Log-In Screen
Your Address
Password is set by you – use I forgot my password to reset

19. Uploading Interchange Files
Format Checker - Ensures file layout is correct
Data File Upload - Upload data file
Batch Maintenance - Check Status
Pipeline Error Reports - Provides errors
Correct File 19

20. Pipeline Website Review
Batch Maintenance, Format Checker and Data File Upload
Based on your Identity Management Roles
Error reports and other validation reports 20

21. File Upload – Format Checker
Course Enrollment or Course Instructor 21

22. Format Checker – Upload Results22

23. Format Checker Notes
Format Checker will only review the 2nd row in your file
Passing format checker Does Not Equal file will process
Green ‘Pass’ for each field is desired result
Red ‘Fail’ for a field indicates file is not in the correct format- please refer to the file layout on web 23

24. Data File Upload 24

25. Data File Upload Types
Append = adds file to existing file, all records from both files included
Can be tricky with fixing errors
Replace = deletes any prior data file and replaces it with the file being uploaded
RECOMMENDED 25

26. Batch Maintenance Screen – Not Processed26

27. File Not Processed – Next Steps
Ensure file has all green ‘pass’ in format checker
YES?
Open file and review all records are formatted the same as the 2nd row
Be sure all codes and dates have leading zeros included
NO?
Review file layout posted online and re-format the file
For further assistance, contact Annette Severson
DO NOT INCLUDE THE FILE IN ANY S 27

28. Batch Maintenance – File Processed28

29. File Processed – Next Steps
Use same screen to see the Number of Errors: 29

30. Review Errors in Detail
2 methods available:
Data Pipeline Reports -> Error Reports
Cognos Reports – > Teacher Student Data Link 30

31. Clicking on Cognos Reports- Opens in a new Screen
These dates are to be ignored 31

32. TSDL Interchange Errors
Detail Reports – provides detailed records with descriptions of error
Summary Reports – provides a count of records by type of error
*Do Not Send Error reports via to CDE for assistance 32

33. Error Reports Error Detail Report Error Summary Report
Provides specific records causing the error with the error description
Can select to View ALL error records or 1 type of error at a time
Error Summary Report
Provides a count of errors generated per error type and description
Resubmit either file as needed for corrections for all data errors to be resolved
Be sure to update source file with corrections as well 33

34. Error Detail Report- Excel
All cognos reports can be downloaded into excel
Choose ‘Excel Format’ when making selection 34

35. Pipeline Reports Search: Dataset = Teacher Student Data Link
School Year =
Error type = Errors and Warnings
File Type: Course Enrollment or Course Instructor
Org/LEA = Code
Click ‘Search’ 35

36. Pipeline Error Reports – Viewing Details
Summary of Errors in File are next provide
Click on ‘View Details’ to view each record with the error
Choose ‘Excel’ to download error report in Excel – recommended 36

37. Correcting Errors Correct the errors in the file:
May have to fix errors in both Course Enrollment and Course Instructor files
Keep file versions – in case updated file causes even more errors, you can re-start using a prior file version
CDE does not maintain these versions, once the file has been replaced, all prior data files have been deleted in pipeline
Resubmit your data records using the same process and replacing your existing data file using the Data File Upload tool
All errors must be corrected, all warnings should be reviewed 37

38. Batch Maintenance: No Errors38

39. Next Steps – TSDL Snapshot
Course Enrollment File= Processed and Zero Error Count
Course Instructor File = Processed and Zero Error Count
Create TSDL Snapshot 39

40. Snapshot Process 40

41. Snapshot Process No errors? Review Reports and Finalize if Accurate 41
Interchange files uploaded and error free
Create Snapshot ( pipeline step)
Additional Business Rules
Errors? Correct Errors in Interchange Files
Upload corrected interchange files
No errors? Review Reports and Finalize if Accurate 41

42. Teacher Student Data Link Snapshot: Access
Local Access Manager (LAM) will need to assign you prior to logging into Pipeline
TLS_LEAAPPROVER – creates, views and finalizes data
TLS_LEAUSER – create and review snapshot data
TLS_LEAVIEWER – View the data only (not modify or submit)
Can only be assigned one or the other. 42

43. Creating Snapshot Steps
Log into Data Pipeline
Click on Teacher Student Data Link tab (on the left)
Select ‘Snapshot’ from the expanded list
Enter appropriate search criteria (Teacher Student Data Link Snapshot/ /Org Code)
Click on Search (green button on bottom)
Select ‘Create Snapshot’
New message should appear: “Snapshot creation triggered and processing. A notification will be sent upon completion.” 43

44. Pre-Step: Getting to Data Pipeline 44

45. Pipeline Log-In Screen (same as before)

46. #1: Logging into Data Pipeline
Username = Address
Password – you created it
If forgotten password, use ‘I forgot my password’ 46

47. #2 and #3: Selecting Teacher Student Data Link -> Snapshot47

48. #4 and #5: TSDL Snapshot Screen48

49. #6 and #7: Creating Snapshot- Screenshot49

50. Next Steps View Status of TSDL snapshot
will be sent with status
Status Dashboard screen –shows if processed and # of errors
View Snapshot errors in Cognos or Data Pipeline
Make corrections to Teacher Student Data Link interchange files
Upload updated Teacher Student Data Link interchange files
Re-create Teacher Student Data Link snapshot 50

51. Status Dashboard Screen
Y = snapshot successful!
N= snapshot wasn’t taken/no data in snapshot
Date/Time of Snapshot created
# of Snapshot Record Errors 51

52. Accessing Cognos Reports
Opens new window
Teacher Student Data Link Snapshot 52

53. Teacher Student Data Link Cognos Reports53

54. View Errors – Teacher Student Data Link Error Detail Report54

55. Viewing Errors in Data Pipeline55

56. Edits
Edits are in place to assist with providing most accurate information to CDE which is published, analyzed and reviewed by legislators, federal government, researchers, etc.
Edits should provide adequate information to assist you with determining corrections needed. 56

57. Finalizing Steps Once all Errors are resolved in Snapshot…
Review, review, review data reports for accuracy!
If mistakes/misreporting is found, correct files again and create new snapshot
If data reports are all accurate- you may finalize the data by submitting it to CDE 57

58. Finalizing Data
Once data is accurate-all reports reviewed and correct…
TLS~LEAAPPROVER for district will need to ‘Submit to CDE’
TSDL Snapshot Status Dashboard ( ):
Submit to CDE 58

59. Timeline 59

60. Collection Timeline Statewide Standard Course Code Submission
Open year round
Must be completed prior to uploading TSDL interchange files
Interchange:
Opened Monday, November 14, 2016
Remains open throughout the year
Snapshot:
Opened Wednesday, February 8, 2017
GOAL: “Submit to CDE” by Friday, June 30, 2017
REQUIRED DEADLINE: Finalize by Friday, August 25, 2017 60

61. Recommended Deadlines
7/24/2018
Recommended Deadlines
Friday, March 10, 2017 – have 1 TSDL file submitted
Friday, March 24, 2017 – have both TSDL files submitted
Friday, April 7, 2017 – have 1 TSDL file error free
Friday, May 19, 2017 – have both TSDL files error free
Friday, May 26, 2017 – create TSDL snapshot
Friday, June 16, 2017 – snapshot error free
Friday, June 30, finalize snapshot
ACTUAL DEADLINE: Approvals must be completed on or before August 25, 2017 61

62. Updates 62

63. Course Enrollment File Changes
Verified field – no longer required
May be left blank or have a valid value (00, 01 or 02)
Moving forward, record will be considered Verified if reported and finalized to CDE
Added fields: Term, Credits Granted and Final Grade
Term- required for all records
Credits Granted – required for Migrant Students only
Final Grade – required for Migrant Students only

64. Course Enrollment- New Edits
Term is required and must be provided
Credits Granted cannot be left blank for Migrant Students
Final Grade cannot be left blank for Migrant Students
Warning: A course completion status of either 1, 2, 3 or 4 is required prior to final submission for the snapshot 64

65. Course Instructor File Changes
No file layout changes
Staff Role is now required, 00 for N/A is not an option:
Code
Description 00
N/A 01
Educator of Record - An individual assigned primary responsibility for a student's learning in a subject/course with aligned performance measures. 02
Contributing Professional - An individual assigned responsibility to provide additional services that support and increase a student's learning in a subject/course with corresponding aligned performance measures.

66. Course Instructor- New Edits
Instructors may be reported as serving district wide with school code 9980
Students will be matched with instructors based on Course Code and Section Number if School Code does not match
Staff Role is required and must be reported as either 01 or 02 66

67. Snapshot – New Edits
Error: Course Completion must be reported as either 1, 2, 3 or 4 in the snapshot, it cannot be reported as 0 for Currently Enrolled
Warning: Course and section number for the course enrollment record does not have matching record in course instructor file.
‘Submit to CDE’ option will not work if there are remaining errors in the TSDL interchange files 67

68. Resources and Contact Information 68

69. TSDL Interchange Resources
TSDL Interchange Documentation found at:
Deadlines
File layouts and definitions
Defects
Business Rules
Trainings
Additional Resources – Frequently Asked Questions 69

70. TSDL Snapshot Resources
TSDL Snapshot Documentation found at:
Deadlines
File layouts and definitions
Defects
Trainings 70

71. Importance of Data Privacy
7/24/2018
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) 71

72. 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 72

73. Questions? 73

74. THANK YOU! Please contact us with any questions:
Hai Huynh:
Annette Severson: 74