1. Data Pipeline Town Hall August 20, 2015
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. Town Hall Invitation 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. Introductions 4

5. Today’s Agenda Open Collections in Data Pipeline
Civil Rights Data Collection
Data Pipeline Users Group
RITS
Student End of Year
October Count
Teacher Student Data Link
Special Education End of Year
Special Education Discipline 5

6. Open Collections in Data Pipeline6

7. Open Data Pipeline Collections
Year Round
Directory
School Code Changes (Should have sent them to CDE by now)
Ensure that your Superintendent, Principals and Key Personnel are up to date. Data from Directory will be going into publications soon.
RITS
EDIS
Interchanges
All Interchanges are open 7

8. Open Data Pipeline Collections
Snapshots
Special Education Discipline (Closes August 26th)
Student Interchange (District)
Discipline Interchange (District)
IEP Interchange (Administrative Unit)
Directory
RITS 8

9. Open Data Pipeline Collections
Snapshots
Special Education End of Year (Closes October 13th)
IEP Interchange (Administrative Unit)
Student Interchange (District)
Directory
RITS 9

10. Open Data Pipeline Collections
Snapshots
Student End of Year (Closes September 10th)
Student Interchange
Title I
SPED IEP
Directory
RITS 10

11. Open Data Pipeline Collections
Snapshots
Teacher Student Data Link (Closes August 28th )
Teacher Student Data Link Interchange
Student Interchange (student demographics)
Staff Interchange (staff profile)
State Standard Course Codes 11

12. Open Data Pipeline Collections
Other….
Math Science Partnership will be in ADE - Now Open (September 30, 2015) 12

13. Civil Rights Data Collection13

14. 2013-14 Civil Rights Data Collection
As of Monday, August 17th 107 LEAs had certified. Thank you!
15 LEAs were 100% complete, but had not yet certified.
Another 24 LEAs were 90% or more complete. You are close!!!
Due date is August 21, (tomorrow)
Need assistance? Contact CRDC Partner Support Center
Phone: (844)
Notes:
May request two week extension (especially if need a school removed.)
Go into ‘Admin’ tab within CRDC system
If any data appears incorrect, then overwrite.
If find issues, work with CDE to correct for collection.

15. Data Pipeline Users Group15

16. Data Pipeline Users Group August 2015
Reducing Manual Entry within RITS Match Tool Follow-up
Program Code Follow-up
OMB Clearance Package
Bullying Information Gathering
English Learner Edits Discussion
SBD Improvement Project Update
Data Privacy Team
Architecture Team

17. Puttin’ on the RITZ 17

18. RITS Facts about RITS: RITS is basically a repository of student IDs.
Data Pipeline feeds into RITS.
Student data for students aged 23 is archived every summer. RITS only contains student data from infancy (Child Find) through aged 22.
LEAs are responsible for updating any of their student information both for existing students and incoming students.
Information for students who have left Colorado remain in the system from their last known district and this is not updated unless they return back to a district within Colorado.

19. RITS Things to remember…
If you haven’t started, please begin submitting students for the school year
If student(s) has/have already been submitted do not resubmit again as this creates duplicates that have to be manually closed out and significantly slows down case reviews for everyone.
Please ensure that there is complete information for all submitted students as incomplete or inaccurate information significantly slows down the issuance of SASIDS.

20. RITS Things to remember continued…
Use only legal documentation for submitting names and dates of birth to RITS. Guidance on this can be found at
Use the match tool if uploading large batches this saves both you and CDE time

21. RITS
Please remember not to use personally identifiable information (PII) when ing staff at CDE. PII includes student names. If this occurs the will be deleted and you’ll be asked to resend using a secure file transfer. You may also call CDE staff. It’s vitally important that PII not be sent over unsecured as this compromises student data privacy. Shortly, CDE will be rolling out a new tool called Syncplicity to help with the issues of protecting PII. Details forthcoming…

22. RITS
Batches are sometimes taking a little while to process. You should receive an letting you know that your batch has processed. Check your junk mail as well. If you don’t receive an within an hour or so of submission let me (Genevieve) know.
CDE staff are working on the RITS match tool issues. For now on the Match Tool Page on the bottom left where it reads “submit indicator” choose “yes.”

23. RITS
Often there are questions about codes. This link provides useful guidance on various codes including grade to age edits.

24. RITS
RITS Contact
Genevieve Hale

25. Student End of Year 25

26. Student End of Year Issues
Rule SE099
In district transfers associated with school closures and grade changes
Modify system to check if the student attended highest grade at a school in the prior year
Current work around - Request an exception
Check school year drop down on error reports
Student demographic and school association
Make sure selecting school year 26

27. Student End of Year Common errors which require exceptions
SE049 – Student reported in October and not enrolled on October 1st in Student End of Year
SE060 – Student on enrolled on October 1st in End of Year and not reported in October collection.
SE061 – Student earned High School Equivalency (GED)
SE168 – Grade to age error
Free and Reduced lunch reset during rollover 27

28. Student End of Year Load all student files and clear errors Student
School Association
Advanced Course Completion
Only needed if district offers AP or Post secondary courses
Common reasons students excluded from snapshot
Interchange errors
Record missing from the interchange
Primary School flag is not set correctly
Attendance code other than 01 through 08 28

29. Student End of Year All districts should have an error free snapshot
Validate Student End of Year data using reports
Thank you to all districts who are being proactive completing snapshot
I will be contacting districts who are not complete with their snapshot.
DO NOT send sign off form
These are due in December 29

30. Deadlines First submission to CDE September 10th
All data must be submitted according to board rules 30

31. Trainings Training materials Exceptions or Questions?
PowerPoint and Recorded webinar
Checklist for student end of year collection
Step by step process documentation
Exceptions or Questions?
Kevin Smith 31

32. October Count 32

33. Student October 2015-2016 Three changes this year
New code of 4 in the special education transition field in the student demographic file
New Home Based Education field in the student school association file
New calculation for the Colorado Continuously, Continuously in District, and Continuously in School fields in the student school association file.
Please see file layout for more information on calculation: 33

34. Student October 2015-2016 Student Demographics file layout
Added 4 as an option for the Special Education Transition field in student demographic file
This means student is in 4th year of senior year
Small number of students meet this criteria
Student Demographics file layout 34

35. Student October 2015-2016 Student School Association file layout
New home based education field
Field was added to the school association file
This field is a binary field (Zero or One)
Zero indicates student is not a home school student
One indicates student is a home school student and receiving some services from the district.
Note: student is receiving some services from the district.
Home school students not receiving services will be reported as a count by grade level as done last year.
Student School Association file layout 35

36. Student October 2015-2016 Student School Association file layout
New calculation for the Colorado Continuously, Continuously in District, and Continuously in School fields in the student school association file.
Student School Association file layout 36

37. Student October 2015-2016 Student October trainings
sent out on Tuesday
All trainings are identical
Tuesday, August 25th 9:00 am – 10:00 am
Thursday, August 27th 4:00 pm – 5:00 pm
Tuesday, September 1st 3:00 pm – 4:00 pm
Wednesday, September 9th 1:00 pm – 2:00 pm
Adobe URL:
Call in number: 37

38. Student October 2015-2016 More information on the collection
Student October Schedule
More information on the collection
Contact information
Kevin Smith
Phone: 38

39. Teacher Student Data Link (TSDL)39

40. CDE Contacts Educator Effectiveness Contact: Data Services Contact:
Joslyn Robich –
Data Services Contact:
Annette Severson – 40

41. TSDL Status Deadline: August 28 Numbers to Date:
~83% of Districts have uploaded data files
~49% of Districts of snapshots created
~31% of Districts are complete! 41

42. Snapshot Process 42

43. Where do we start?
By uploading data into the teacher student data link interchange!
Two files: Course Instructor and Course Enrollment
TSL~LEAUSER role within Identity Management required to upload
Teacher Student Data Link (TSDL) files should be error free prior to starting HR snapshot process
File Layouts, File Formatting, Business Rules, Templates, Trainings and Additional Resources for TSDL interchange found at: 43

44. Identity Management Roles
For the Teacher Student Data Link Snapshot:
HUMAN RESOURCES SNAPSHOT ROLES
VIEW ONLY
TLS~LEAVIEWER
CREATE
TLS~LEAUSER
FINALIZE/SUBMIT TO CDE
TLS~LEAAPPROVER 44

45. Overview Course Enrollment Course Instructor TSDL Snapshot
No ERRORS
Local Course ID in both files
TSDL Snapshot
Meets snapshot criteria: add to: 45

46. 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’ 46

47. Pre-Step: Getting to Data Pipeline 47

48. #1: Logging into Data Pipeline
Username = Address
Password – you created it
If forgotten password, use ‘I forgot my password’ 48

49. #2 and #3: Selecting Teacher Student Data Link -> Snapshot49

50. #4 and #5: TSDL Snapshot Screen50

51. #6: Creating Snapshot- Screenshot51

52. Status Dashboard Screen
Y = snapshot successful!
N= snapshot wasn’t taken/no data in snapshot
Date/Time of Snapshot created 52

53. 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 53

54. Resources
TSDL Interchange Documentation found at:
TSDL Snapshot Documentation found at:
Contacts:
Joslyn Robich –
Annette Severson – 54

55. Special Education End of Year55

56. On the Horizon DATA REVIEW
Last date to send in Exceptions
Tuesday September 8
All errors resolved – IEP Interchange and Sped EOY Snapshot errors
Tuesday September 15
DATA REVIEW
Have I reported:
All Exits? check SY260
All Part C evaluations?
All Path 2 records?
September
All data changes fixed and snapshot complete with no errors
Friday September 18
*Duplicate checks begin on Monday September 21! 56

57. Records Missing from Snapshot
Reasons your snapshot is missing records:
Lasid or sasid may not be matching between the two files. Make sure the identifiers are the same on both the Child and Participation files.
Record is missing altogether from either the Child or Participation file. Record doesn’t get pulled into snapshot unless it has been added to both IEP files and has a matching sasid and/or lasid.
Valid Missing Records: Records with PAI codes of 23, 24, 31, or 32 will not get pulled into your SPED EOY Snapshot. It’s okay to leave these records on your Interchange files. (Only AU providing services has to report the student for SPED EOY-unlike December Count where you both AUs report students on contracts). 57

58. Pipeline Error Reports58

59. Warnings
Reminder: Warnings are for your information and do NOT require resolution in order to pass all edits.
We will go over the Warnings in more detail next town hall.
Errors need to be cleared by 9/15 59

60. Detention Center Students
Make sure to report students attending a Detention Center located within your Administrative Unit.
For Sped EOY, only the AU where the detention center is located will pull the students record into the snapshot. (as indicated by PAI code)
These AUs have a Detention Center within their boundaries:
01040
30011
16010
21050
64143
39031
51010
62060 60

61. Special Education or Part C Referral 01 Records
A referral code of 01 indicates the 0-3 year old was referred and/or evaluated for Part C services (different than Part B Special Education services)
Part C services are administered by the CCB or Department of Human Services
A child receiving Part C services does not yet have an IEP; therefore any records with a Sped or Part C Referral of 01 should contain:
Date of Entry to Sped: Zero-filled
Special Education Hours: Zero- filled
Date of Exit from Sped : Zero-filled
Basis of Exit: Zero-filled
Rule of Thumb: Only Part B (paths 2 and 3) students who have an IEP Implemented need a Date of Entry to Special Education.
Dates should be the same
Date of Entry to Special Education – The month, day, year (mmddyyyy) the student started Special Education services in the current school year. This is the date the IEP was implemented in the current school year. If the IEP was implemented in a previous school year, use the first day of school for the student. Zero-fill this field for those found not eligible, thus not receiving special education services.  
Date of Exit From Special Education – – The month, day, year (mmddyyyy) the student was exited from Special Education services. If student is still active, this field must be zero-filled. This is the date the student last received Special Education and related services in your Administrative Unit prior to leaving the district, being staffed out, etc. 61

62. Upcoming Webinars Special Education EOY Reports Training Webinar:
Tuesday September 8 from 10:30 – 12:00 62

63. Special Education Discipline63

64. Report Review Week and Collection Close
We are nearing the end of the Special Education Discipline Data Collection. We have now moved into the Report Review Week – your opportunity to review the reports in detail and make any data corrections you deem necessary to make sure you are reporting valid and reliable data. Districts, Administrative Units, and Special Education Directors should all be available during this time. The Special Education Discipline Data Collection will officially close on August 26th. Respondents with the SPI Approver role will submit data to CDE and Directors will upload the authorized reports to the Data Management System. See the August 11th Special Education “Huddle” for more details starting on page 42! 64

65. Questions
If you have ANY questions about the Special Education Discipline Data Collection please feel free to contact us.  We are just a phone call away!
Kristi Gleason Data Custodian
Lindsey Heitman
Please include the following team members in your communications
In the subject line of the if you would please include the following information:
District number
Administrative Unit number
Subject of the along with any business rules or name of a report if applicable. 65

66. Next Town Hall: Thursday, August 27th, 2015 9 a.m.-10 a.m.
               
“It was June, and the world smelled of roses. The sunshine was like powdered gold over the grassy hillside.” ― Maud Hart Lovelace, Betsy-Tacy and Tib
Next Town Hall:
Thursday, August 27th, 2015
9 a.m.-10 a.m. 66