Automated Data Exchange Documentation

Assessing Comprehension and Communication in English State-to-State for English Language Learners. (ACCESS for ELLs)

Student Biographical Data (SBD) Data Collection

Overview

PART I: Download the Original ACCESS FOR ELLSSBD Data File.

Connect to CDE

  • Connect to CDE through the Internet at the following URL address: . At this point all data sent between your computer and CDE is encrypted for security reasons.

Enter District Name and Password

  • CDE's secured web site requires a district name and password to be entered before you can access the Automated Data Exchange.

Enter Your Individual User Name and Password

Supply your specific user name and password on the User Authentication Screen. You will also enter the collection period and school year at this time.

  • The system you will select will be “ACCESS for ELLs SBD ".
  • Collection period will be left to read, "Choose One if Applicable."
  • The school year will be 2012-2013.

Go To the Main Menu

Click on the Main Menu button. You will be asked to confirm the collection period by clicking on Yes or No. After the collection period is confirmed, you will be offered the following options:

  • Download or View Reports
  • Return to Main Menu

Download the Initial ACCESS FOR ELLS SBD Data File.

Select Download or View Reports on the Main Menu. From the Download or View Reports screen select the data file by clicking the button next to its name. Click on the Download Report button to transfer the selected item to your computer. You may also click on the View Report button to view the selected item on your screen if it is a report and not a file.

Reports and File(s) available at the beginning of the ACCESS FOR ELLS SBD collection / Purpose
Text File / Initial Download File(s) from CDE (two formats: .txt and .csv)
Data Reports - Initial CDE English Language Acquisition SBD Report(s) / Report(s) Colorado English Language Acquisition SBD by District/School/Student.

Review the ACCESS FOR ELLS SBD Data in the Downloaded File.

Review the downloaded CDE ACCESS FOR ELLS SBD data file and reports; then make any corrections to the data file.

PART II: Submitting a Corrected ACCESS FOR ELLS SBD File to CDE.

Connect to CDE

Connect to CDE through the Internet at the following URL address: . NOTE: all data sent between your computer and CDE is encrypted for security reasons.

Enter District Name and Password

CDE's secured web site requires a district name and password to be entered before you can access the Automated Data Exchange.

Enter Your Individual User Name and Password

Supply your specific user name and password on the User Authentication Screen. You will also enter the collection period and school year at this time.

  • The system you will select will be “ACCESS for ELLs SBD”.
  • Collection period will be left to read, "Choose One if Applicable."
  • The school year will be 2012-2013.

Go To the Main Menu

Click on the Main Menu button. You will be asked to confirm the collection period by clicking on Yes or No. After the collection period is confirmed with "Yes", you will be offered the following options in the ADE ACCESS FOR ELLS SBD Main Menu Screen:

  • Submit New Data File
  • Download or View Reports
  • Approve/Reject Data

Submit the Corrected ACCESS FOR ELLS SBD Data File to CDE . Data Edit Reports Will Be Generated.

Select Submit New Data File. In the Submit Data Screen enter the data file's name and location then click on the Submit File button to transmit this file to CDE. You may use the Browse button to locate the file on your computer.

Edit Reports will be generated soon after the data file is received at CDE. If no errors are detected, the Summary Reports will be generated; otherwise, an Error Report will be generated. If warnings are detected, a Warning Report will also be generated. An e-mail notification will be sent to you to inform you of the status of the submitted file and the reports available to you for downloading and reviewing.

Reports generated each time a data file is submitted that CONTAINS ERRORS / Purpose
File Status / Shows the status of the most recently submitted data file. Includes an error summary.
Edit Report - Failed Edit Checks / Lists errors detected in the most recently submitted data file.
Edit Report - Warnings and Exceptions (generated only if warnings are present) / Lists warnings detected in the most recently submitted data file.
Reports generated each time a data file is submitted that CONTAINS NO ERRORS / Purpose
File Status / Shows the status of the most recently submitted data file. Includes an error summary.
Data Report - Final Summary Reports / Reports that include most other demographic categories.
Edit Report - Warnings and Exceptions (generated only if warnings are present) / Lists warnings detected in the most recently submitted data file.

Download and Review Reports

Use the same process described above for downloading the reports.

If Errors Were Found, Correct and Re-Submit the Data File

Use the same process as before to resubmit the data file.

Approve or Reject Your Data

If the submitted CTB data file does not contain any errors, you will receive an E-mail message that the data file passed CDE edit checks and that the Data Summary Report is ready to be downloaded. After downloading and reviewing this report, use the Approve/Reject Data Screen to send your decision to Approve or Reject the last data file submitted to CDE.

Click on the Reject File button to reject the data as presented in the Data Summary Report. You will be notified by E-mail that CDE has received your decision to reject the data file. Correct the data file and re-submit it using the procedure described above.

Click on the Approve File button to approve the data as presented in the Data Summary Report. CDE will continue processing of the data file submitted.

Once you are sure that the file is correct and no more changes are to be made you MUST APPROVE YOUR DATA to complete the process. This is done by clicking the Approve button. If you do not approve the changes, the data will revert to the way it was before changes were made.

Once the collection closes, CDE Sends Data for all Districts to test vendors to link with assessment scores.

Once final files are received back from vendors, districts should download the FINAL ACCESS FOR ELLS SBD Reports from CDE; however, no further changes can bemade at this point by a District to those FINAL Reports.

Last Modified: 01/15/2013

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