1. Data Pipeline Town Hall February 1st, 2018
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. 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 new 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 Directory
Special Education December Count
Data Pipeline Navigation
Student October
Human Resources Collection
EDAC Data Burden Survey
SBD Reviews

8. Open Collections in Data Pipeline

9. Open Data Pipeline Collections
Year Round
Directory
RITS
EDIS
Periodic
Designated Agency (Due 8/31/2018)
Pre-ID/SBD
Interchanges
Student
Special Education IEP ( )
Staff ( )
Teacher Student Data Link 9

10. Open Data Pipeline Collections
9/17/2018
Open Data Pipeline Collections
Snapshots
Special Education December Count
Human Resources
Teacher Student Data Link Snapshot
Coming Soon
AEC 10

11. Directory

12. School Code Changes Items that require a form to update Directory
Request a New School Code
Request Closing a School
Request for Grade Changes
Request for Name Changes
Forms

13. School Code Changes
If you have a school that is changing LEAs. Let me know that this is happening. In CDE’s systems the school will change authorizer but the school code will remain the same.
It you have any questions please contact Dennis St. Hilaire at or dial

14. Special Education December Count

15. Special Education December Count Timeline
November 1st
Snapshot Opens
November 16th
Upload IEP/Staff Interchange at least once
As of today’s data all Admin Units have uploaded files and are working through Interchange Errors.
December 1st
Official Count Date
December 14th
Snapshot Created
December 21st
Interchange files error free (IEP/STAFF)
ALL Data that is to be reported is reported and meets the Special Education December Count Criteria
January 18th
Complete Snapshot
Jan 19th – 25th February 1
Review Staff and Student Reports
DEADLINE EXTENDED
January 25th
February 1
Validity Certification Reports due
Jan 26th – Feb 8th
February 2 – 15
Student Duplication Process
February 15th 22
Snapshot must be finalized
Kristi Gleason –

16. February 1st, 2018

17. Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Upcoming Trainings
To join:
Call in number:
Training
Date
Time
December Count
Monday, November 13, 2017
10:00 am – 11:00 am
Technical Assistance around the 11/16/2017 Interchange Upload Requirement
Staff Interchange
Tuesday, November 14, 2017
2:30 pm – 3:30 pm
Jennifer Simons and DSU offering office hour around the new Demonstrate In-Field Status fields
Tuesday, November 28, 2017
December Count Office Hours
Tuesday, December 19, 2017
Technical Assistance around the 12/21/2017 IEP/Staff Interchange Error Resolution Requirement
Tuesday, January 16, 2018
1:00 pm – 2:00 pm
Technical Assistance Around Snapshot Completions, Review Reports, Duplicates
Tuesday, January 22, 2018
9:00 am – 10:30 am
Report Webinar
Tuesday, January 23, 2018
1:00 pm – 2:30 pm
Tuesday, February 6, 2018
Technical Assistance Around Final Steps toward Collection close 02/15/20148
Kristi Gleason –

18. Duplicate Process
Beginning on February 2nd once ALL Administrative Units have a complete Snapshot, we will begin our internal duplicate process at CDE.
We hope to get duplicates out by Wednesday, February 7th, 2018.
As there is no way to know who primary contacts are for duplicates, we’ve created a list to the best of our knowledge and will include it in your syncplicity folder. CDE is currently working on a process to identify primary and secondary contacts. The other contact lists may be found in COGNOS will all respondents with the DEC role and those with an approver role.
Please do NOT make any changes to your data until CDE provides communication.
Thank you!

19. Report Resources
Special Education December Count Report Webinar
ntreporttraining
Special Education December Count Report Checklist (You’re going to LOVE It! )
Color Coordinated - matches up with the PowerPoint
Provides what report(s) are due and when.
Symbols and their meanings are incorporated into the document

20. A word about the EDAC Data Burden Survey
It appears the Special Education December Count Student portion was accidentally left out of the survey . We would love it if you would please take time to reply to the survey and add your comments around this part of the Special Education December Count to the survey. CDE is particularly interested in the time spent on this federally and state required data. Thank you!! The EDAC Data Burden Survey is due on February 9, 2018

21. Thank you for joining us today!
Questions?
If you have ANY questions about the Special Education IEP Interchange please feel free to contact us. No question or concern should remain unanswered of unresolved.
We are just a phone call or away!
Kristi Gleason (303)
Lindsey Heitman (303)
Orla Bolger (303)
Lauren Rossini (303) (Staff Approval Matrix)
protocol – please include:
Administrative Unit #
Phone number where you may be reached. Be sure to get that added in Access Management.
Subject of the
NOTE: Never send files or reports via – contact us to determine best technical assistance avenue.
Thank you for joining us today!

22. Data Pipeline Navigation

23. Data Pipeline Navigation
Request to change the order of the left hand navigation bar on Data Pipeline
The order as it is currently composed is largely ad hoc
Request to make it alphabetical
Except for:
File Upload, staying at the top
Cognos and Pipeline Reports, staying at bottom
Morgan Holmgren – –

24. Data Pipeline Navigation
Change would include:
Renaming SBDs to all begin with SBD
SDB Access for ELLs
SBD DLM
SBD PSAT/SAT
SBD CMAS
Others would stay the same, but would be in alphabetical order between File Upload and Pipeline Reports
Thoughts? Concerns? Support?
Morgan Holmgren – –

25. Student October

26. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
Student October Satisfaction & Improvement Survey
Student October Improvement Webinar
Today, Thursday, February 1, 2018: 1pm-2pm
Link:
Phone:
Morgan Holmgren – –

27. Human Resources

28. Human Resources Timeline – Updated!
November 1st
Snapshot Opens
November 16th
Must have both interchange files uploaded at least once
December 1st
Official Count Date
December 14th
Must create snapshot at least once
December 21st
Interchange files error free
January 18th
Snapshot Recreated (to update Special Ed Report)
Jan 18th- Feb 1st
Review Special Education Report
February 15th
All errors resolved (interchange and snapshot)
Feb 15th – 22nd
Review reports for accuracy
February 22nd
Snapshot must be finalized

29. Finalizing Steps
Once all Errors are resolved in Interchange files and 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

30. All Staff Report
All staff records as reported in both the Special Education December Count Staff snapshot and Human Resources snapshot
All records, regardless of snapshot errors
Provides AU code (for special education), district code, school code, SSN, EDID, Last Name, First Name, Special Education Status, Job Classification code, Teaching Subject Area, Hours Worked Per Day, Number Contract Days, Hourly Rate of Pay, Base Salary and calculated FTE

31. Average Teacher Salary
District Average Salary for general education teachers (jobclass code 201 and 206)
Includes only HR snapshot teacher records
Includes Total FTE, Mode Contract Days and Mode Hours Per Day for all teachers

32. Human Resources Snapshot Records
Provides records of all captured from staff interchange files
Ensures all staff that should be reported in HR are included
Human Resources Snapshot Records
If a record is missing- Verify:
EDID is in both staff profile & staff assignment file
No error is in record in either staff profile or assignment file (may use Snapshot Records Excluded Due to Errors report for assistance)
Special Ed flag is reported as 0 in staff assignment file
Start date is before December 1st 2017 and End date is either blank or after December 1st 2017

33. Mode Contract Days/Hours per Day by Job Class Category
Provides Mode Contract Days and Mode Hours per Day by job classification category
Both of these numbers are used to determine FTE
FTE Calculation:
(Contract Days) x (Hours/Day)
(Mode Contract Days) x (Mode Hours/Day)

34. Overall Performance Ratings
Percentages and head counts of teachers at each rating reported
Percentages and head counts of specialized service professionals (SSPs) at each rating reported
Percentages and head counts of principals at each rating reported

35. Principal Years of Experience Comparison
For each principal by school; reports:
Principal Years at Any School for current year and prior year
Principal Years at This School for current year and prior year
If principal is new to district/school, prior years would be zero-filled
Review and confirm years of experience is accurately reported:
ANY SCHOOL – reported in the staff profile file
THIS SCHOOL – reported in the staff assignment file

36. Snapshot Records Excluded Due to Profile Errors
Displays any records that are in the staff interchange but not pulled into the HR snapshot due to interchange errors
Does not display records that simply do not meet criteria to be pulled in the HR snapshot
Criteria can be found in the HR file layout documentation (

37. Special Education Staff Report
For all Special Education staff reported in your district displays:
AU Code, District Code, School Code, SSN, EDID, Last Name, First Name, Middle Name, Job Class Code, Teaching Subject Area, Hours Worked Per Day, Number Contract Days, FTE and Grant Project Fund
Will display records even if errors exist in Special Education December Count snapshot
Review Window is January 19th – 26th. Revisions after this period are not allowed.

38. Staff Summary by School
Staff Headcounts, FTE and Average Salary by School, Job Category, Job Class Code, Ethnicity/Race, and Gender

39. Staff with FTE below 0.01 or higher than 1.7
Report should be blank – no HR092 errors in your file
If not blank, the records are currently causing the error, HR092: “FTE total for each individual must be between 0.01 and Please reference the cognos report "Staff with FTE below 0.01 or higher than 1.7" for additional review.”
For records in this report, ensure the Hours Per Day, Contract Days and Job Class codes are all accurate and not duplicated between multiple records

40. Summary Reports Summary of Gender by District
Headcount and FTE by Job Classification Category and Gender
Summary of Job Classification by District
Headcount and FTE by Job Classification Category
Summary of Job Classification by School
Summary of Race/Ethnicity by District
Headcount and FTE by Job Classification Category and Race/Ethnicity
Summary of Staff by School

41. Teacher Probationary Status
Provides percentage of teachers reported as Probationary, Non-Probationary and At-Will in your data file

42. Teacher with Licensure Information
Provides information for ALL teachers in the HR snapshot by School:
Includes percent low income students and percent minority students
Teacher Identifiers: Name, SSN, School, Teaching Subject Area
Current License name (found in licensure system based on SSN)
Number of Classes Taught (reported by district)
Demonstrates In Field Status 1 and 2 codes

43. 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

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

45. Contact Information
Annette Severson:
Phone:
Fax:
In s or voic messages, please include:
District Code
Error code(s) if applicable
Where assistance is needed; such as ‘files won’t upload’ or ‘getting error HR##’, or ‘what is next’, etc.

46. EDAC Data Burden Survey
Due: February 9, 2018
One week remaining

47. EDAC Data Burden Survey
Jan Petro
Jan Petro or Dennis St. Hilaire

48. Administrative Units (AUs) Take Note!
Administrative Units: December Count- Student was inadvertently left off. PLEASE add under “Other” and respond to each question. Thank you!!!
Jan Petro

49. EDAC Data Burden Survey Questions
Q: What do I do if I don’t recognize a collection? A: Please contact Dennis St. Hilaire. He can assist you in determining what the collection contains and whether or not it pertains to you. Dennis St. Hilaire Q: What do I do with the survey spreadsheet when completed? A: Please send to Dennis St. Hilaire and Jan Petro
Jan Petro

50. EDAC Data Burden Survey
Thank you!!!
EDAC needs your participation to make our point.
Thanks to CASPA & ACEE for opportunity to discuss survey!
Due date: Friday February 9, 2018
24 responses submitted 
(19 districts, 2 administrative units, 2 BOCES, 1 migrant region)
Jan Petro

51. SBD Review

52. Student Assessment Data Cycle
PRE-ID EXTRACT
Districts update student data for October count in Data Pipeline
CDE downloads October count data from Data Pipeline
CDE submits data to vendor system
STUDENT TESTING
Districts can update data in 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 updated data to vendor
Vendor merges student demographic data with score data and provides files and reports to districts and schools through vendor system*
RESULTS RELEASE
*Not applicable for all assessments

53. Student Assessment Data Cycle: Pre-ID Extract CMAS Example
Cycle Activity
Task
Expected CMAS Timeline
Pre-ID extract
Districts update student data for October count in Data Pipeline
December 2017
CDE:
Downloads October count data from Data Pipeline
Validates file for accuracy and completeness
Submits to vendor system
December-January 5th
Preparing for student testing in vendor system*
Districts work in vendor system to:
Assign student test accommodations
Complete student transfer requests
Confirm testing format (i.e., online or paper)
January 8th-January 26th
Vendor creates labels for testing booklets
January 26th
Districts update student demographic data in vendor system (can be done in vendor system and/or during SBD)
January 8th-May 16th
*Not applicable for all assessments

54. Student Assessment Data Cycle: Student Testing CMAS Example
Cycle Activity
Task
Expected CMAS Timeline
Student testing
Districts conduct testing
April 9th-April 27th*
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 16th
*Some districts may begin testing online CMAS ELA/math as early as March 19th and high school science as early as March 26th.

55. Student Assessment Data Cycle: SBD Review CMAS Example
Cycle Activity
Task
Expected CMAS Timeline
Data clean up in vendor system
Districts update not tested/void codes in vendor system
Prior to May 18th
Last day for pick up of scorable materials (scorable materials are scanned immediately upon receipt by vendor)*
May 2nd
SBD review
Vendor provides initial demographic data file to CDE
May 18th
CDE loads data into Data Pipeline
May 21st
Districts download and update data (demographic data and void/invalidation codes can be updated in vendor system and/or during SBD)
Deadline for districts to submit and to approve data
May 31st
CDE validates data and returns data to vendor
Immediately after SBD closes
*If scorable materials are not picked up by May 2nd, there is no guarantee that records for these PBT students will be included in SBD or scored.

56. Student Assessment Data Cycle: Results Release CMAS Example
Cycle Activity
Task
Expected CMAS Timeline
Creation of score file
Data validation and quality control processes
Vendor:
Merges student demographic data with score data
Validates data
Provides student level data files to CDE
Immediately upon receipt of SBD data from CDE
CDE validates data 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*
June
*Not applicable for all assessments

57. Tentative Review Dates
2018 SBD Reviews
A few notes. . .
‘Help desk’ format for SBD review support this year
Updated SBD manual and SBD training webinars coming soon!
Tentative SBD review window dates:
Assessment
Tentative Review Dates 1
ACCESS for ELLs
March 15th-March 28th 2
CO PSAT/SAT
May 17th-May 24th 3
CMAS
Science/Social Studies and ELA/Math (including CSLA)
CoAlt Science/Social Studies
May 21st-May 31st 4
CoAlt DLM
May 30th-June 6th

58. Like Lloyd, I hate goodbyes!
On a personal note. . .
Like Lloyd, I hate goodbyes!
You are AWESOME.
Thank you for all that you do for Colorado’s students!

59. Questions? Contact us: 2017-2018 SBD Review Contacts ACCESS for ELLs
Melissa Mincic
ACCESS for ELLs
CMAS
CoAlt DLM
Shangte Shen
CO PSAT/SAT

60. Thursday, February 8, 2018 9 a.m.-10 a.m.
Thank You
Next Town Hall:
Thursday, February 8, a.m.-10 a.m.