1. Data Pipeline Town Hall September 29th, 2016
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
5/28/2018
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 CRDC
Pre-ID Extract for SBD
Student October
Student End of Year
Special Education End of Year
RITS
Directory

7. Introductions 7

8. Open Collections in Data Pipeline8

9. Open Data Pipeline Collections
Year Round
Directory
RITS
EDIS
Periodic
December Finance
Interchanges
Staff
Student
Teacher Student Data Link 9

10. Open Data Pipeline Collections
5/28/2018
Open Data Pipeline Collections
Snapshots
Student End of Year
Teacher Student Data Link
Special Education End of Year
Student October
Special Education December Count IEP and Staff Interchange
Coming Soon
ACCESS Pre-ID 10

11. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 11

12. Civil Rights Data Collection (CRDC)12

13. 2015-16 CRDC LEAs asked to verify contacts and school lists
AWS (Advance Website) is open
Updates are due by September 30th (Tomorrow. . .)
146 districts have gotten into AWS
142 districts have completed verification
Partner Support: (855) or
Jan Rose Petro

14. CRDC 14

15. Pre-ID Extract for SBD 15

16. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Pre-ID Extract
Purpose
Student registration for assessment
E.g., test accommodation requests
E.g., printing labels for paper tests
Data clean up is optional
CDE pulls this data to provide to the vendor in preparation for upcoming assessment(s) 16
Assessment ∙ Melissa Mincic ∙ or

17. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Pre-ID Extract
CDE will pull data from Data Pipeline
ACCESS for ELLs general/alternate – 11/10
All other assessments – 12/16
SBD manual:
Questions?
Melissa Mincic
Jasmine Carey 17
Assessment ∙ Melissa Mincic ∙ or

18. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 18

19. Student October 19

20. Student October
Uploading Student Demographics and Student School Association:
Running into errors:
Confirm student is coded correctly
If they are me or request exception
Use syncplicity to request exceptions
CDE already has folder created for every district, use that folder if possible
If you don’t have access or call to get access
20 Student Interchange/October— Morgan Holmgren —

21. 2016-2017 Student October Coding PK Students in a Non-Public School:
If you have a PK student that you would code with a Pupil Attendance Information code of ‘03’ in Special Education December Count.
In the past these students would have been coded with a PAI code of 27 in October
You may now use the ‘03’, so coding doesn’t have to change from one collection to the other.
School code must be for a non-public or headstart school
21 Student Interchange/October— Morgan Holmgren —

22. Student October
Thursday 15th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST
September
Wednesday 5th: Count Day
Thursday 6th: Deadline for first student interchange upload
Thursday 13th: Suggested date for error free interchange files
Thursday 20th: Deadline for creating first snapshot
Thursday 27th: Suggested date for error free snapshot
October
Monday 7th 5pm: Suggested snapshot submission date
Thursday 10th 5pm: Legislated snapshot submission deadline
Tuesday November 29th: Last day to resubmit snapshot
November
22 Student Interchange/October— Morgan Holmgren —

23. 2016-2017 Student October Date First Enrolled in US Common Errors
Common Questions on Date First Enrolled:
How do I look up CDE Calculated Values?
Cognos reports > Student Profile > Date First Enrolled in US Report
Column called: Calculated Date First Enrolled
Contains the calculated value
Column called: Date First Enrolled in US
Contains the value as it currently is in the SSA file
Review SSA Error Detail Report in Cognos
Common Errors
SP450 – Date Entered More Recent than Calculated Date
SP448 – Date Cannot be Calculated because of 14 entry type
23 Student Interchange/October— Morgan Holmgren —

24. 2016-2017 Student October Office Hours: Tuesday October 4 - 9am-10am
5/28/2018
Student October
Office Hours:
Tuesday October 4 - 9am-10am
Thursday October am-12pm
Tuesday October 18 – 1pm-2pm
Thursday October 27 – 2pm-3pm
Tuesday November 1 – 9am-10am
Link:
Phone:
24 Student Interchange/October— Morgan Holmgren —

25. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box.
Contact Morgan Holmgren: 25

26. Student End of Year 26

27. 5/28/2018
End of Year Schedule
We’ve now entered the Cross LEA phase (September 26th to Thursday October 20th)
You district should be unlocked if you have warnings that require district attention.
If you cannot select your district in the Cross LEA error report, you don’t have warnings for the Cross LEA
If you are not currently unlocked and need to make a change to your EOY data (such as a student miscoded as a graduate) please Duncan
You must create a new, error free snapshot after you’ve made changes or loaded adjustments. You’ll need to resubmit your snapshot by October 20th
Student End of Year — Duncan Anderson —
27 Student End of Year — Duncan Anderson —

28. Helpful Links http://www.cde.state.co.us/datapipeline/snap_eoy
5/28/2018
Helpful Links
This is the main page for the Student End of Year
This site contains links for training, templates, instructions and business rules
Step by step instructions for Cross LEA process
Start here if you’re new to the Cross LEA
See the main page above for more specific instructions for each warning
Frequently Requested Codes
Please see this page for the list of approved facility school and approved detention centers.
This can be used to validate SE807/SE808 warnings
Student End of Year — Duncan Anderson —
28 Student End of Year — Duncan Anderson —

29. Cross LEA Trainings
The recording of the presentation is available here:
Some warnings/errors will require changes to the exit type listed in your School Association file, please use the Edit Record function to make those changes
Some warnings/errors will require you to upload an adjustment file. If the message references an Adjustment code of 41, 51, or 71, this warning is now only for your information. No action is required.
29 Student End of Year — Duncan Anderson —

30. 5/28/2018
End of Year Schedule
SE704 warnings indicate to a district that a prior year non-graduate has been recovered as a HSED completer.
These students will only be counted with an appropriate adjustment
These students will trigger errors unless an adjustment is made or an exception is requested
SE702 warnings indicate that a graduate is being claimed by multiple districts
Please use the EOY Contact List Cognos report to contact the other districts data respondent
The other claiming district number is in the last column of the error report
Student End of Year — Duncan Anderson —
30 Student End of Year — Duncan Anderson —

31. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 31

32. Special Education End of Year32

33. Next Steps THANK YOU – THANK YOU – THANK YOU!!!!!!
Duplicates - will be sent once they’re all cleared!!! (6 left as of this morning)
Review Reports with your Special Education Director
Print and sign the 10 reports required for signature
Use the “Special Education Reports Checklist” as a guide found here: under Reports heading
Flag Explanations document posted there also
Submit Reports to the ESSU Data Management System by next Thursday, October 6th (Alyssa Ohleyer will oversee report submission so be sure to Cc her on questions)
Final Step - Submit your final snapshot to Data Pipeline
Can begin submissions on Monday Oct. 3 33

34. Final Approval Thursday October 6, 2016
Final Data File Approval and Report Submission. Date by which your complete and final Special Education EOY Snapshot approval is due through electronic submission to the Data Pipeline.
Approve final Special Education EOY Snapshot by clicking “submit to CDE”
Date by which ALL Final signed reports must be received by CDE (DMS)
ALL of the following signed reports are due today! Reports are to be submitted to the Data Management System and must contain all pages of the reports listed below, not just the signature pages:
1: Data Validity Certification Report
2: Number of Children Referred for Part C Evaluations
3: Indicator 11 Number of Students with Initial Part B Evaluation
4: Indicator 12 Number of Children Referred from Part C to Part B
5: Number of Students Exited by Disability and Discrete Age
6: Number of Students Reported by Age Group, Type of Service and Disability
7: Number of Students Reported by Age Group and Type of Referral
8: Year to Year Comparison Report of Number of Students Exited (include explanation of flags)
9: Year to Year Comparison Report of Students Reported by Type of Referral (include explanation of flags)
10: Listing of Students Reported in Error on the Previous December Count 34
Special Education EOY – Lindsey Heitman –

35. Special Education EOY: Questions?
Special Education EOY contact information Lindsey Heitman – (Primary contact) Kristi Gleason – Orla Bolger – *Please remember to include your AU #, Error code #, and phone number 35

36. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 36

37. RITS 37

38. RITS Comments Box Tips
SASID requests that go into review are based on an algorithm that RITS uses to determine whether or not there is a match. Different fields are weighted differently. If you have large numbers of students, it may not be feasible to add notes for every student but there are some indicators that a case will go into review and therefore might benefit from comments. First we’ll discuss the RITS Match Tool and then RITS Web for how to add comments.
38 RITS Consultant-Genevieve

39. RITS Comments Box Tips
RITS Match Tool-Cases Most Likely To Go Into Review
All the names match except for the last name-include both parents’ names and previous district attended. This is because of marriages, divorces etc.
Twins-include comment that student is a twin.
First, middle and last names match or first and last names match with NMN in the middle name field with a variation on the date of birth-indicate whether or not student is child of possible match (sons often share fathers’ names). Also verify DOB from legal document as well as previous district.
Most everything matches but there is a variation of spellings or nicknames in possible matches-indicate correct spelling and legal name.
39 RITS Consultant-Genevieve

40. RITS Comments Box Tips
RITS Match Tool-Cases Most Likely To Go Into Review
Foreign exchange students-make comment that foreign exchange if there are possible matches as we’ll know right away that they’ll need a new SASID as they wouldn’t have been in the U.S. before.
Legal name changes-indicate this in comments box.
Very common last names-indicate both parents’ last names, previous district and verify DOB from legal documents.
Other circumstances?
40 RITS Consultant-Genevieve

41. RITS Comments Box Tips
RITS Web-Cases Most Likely To Go Into Review (issue here is that district can’t see possible matches like they can in RITS Match Tool). Please be sure to use Student Search/Update first to see if student already exists before adding new student. Do a broad search then narrow down.
Common names-in comments box include both parents’ last names, previous district & verification of DOB from legal document.
Twins-indicate in comments box
41 RITS Consultant-Genevieve

42. RITS Comments Box Tips RITS Web-Cases Most Likely To Go Into Review
Foreign exchange students-indicate as such
Any other possibilities?
42 RITS Consultant-Genevieve

43. RITS & IC Issues
It has come to the attention of CDE that there may be some districts who are using Infinite Campus (IC) that have names being pulled from the preferred name field. CDE requests that legal names be used. You may want to double check what fields are being used to pull names for RITS. This issue is in the works to be addressed.
43 RITS Consultant-Genevieve

44. RITS
This year has been going much better due to everyone’s efforts. Thank you! Record numbers of districts are now using RITS Match Tool and doing their due diligence on checking on existing records. Also, the number of submitted duplicates has been declining! This is helping to keep the case loads more manageable.
44 RITS Consultant-Genevieve

45. RITS Tips & Information
Colorado experiencing record enrollments
*Note Student October Count Day is fast approaching!
Please get SASIDS requests in well before deadlines
Contact RITS consultant (Genevieve) if more than 4 business days….please be patient as RITS consultant works through voic s & s
Thank you for all you do!!!! It’s been great working with all the RITS Respondents!!!
45 RITS Consultant-Genevieve

46. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 46

47. Directory 47

48. Directory 48

49. Directory
How to Update School Information 49

50. Directory 50

51. Directory
Colorado Education Directories can be found at:
Make sure that your district information is up to date with addresses and staff.
Data used in SchoolView and other publications.
Contact – Dennis St. Hilaire or call at 5

52. Non-public Directory
Letters were sent out to non-public schools on Monday.
Non-public schools will fill out pupil counts and answer if the school is a non-profit.
Non-public schools will complete and send to district.
District will record information and forward to CDE. 52

53. Non-public Directory Reasons for collecting Non-Public Information
Data used to track how many students are being educated in Colorado. (CRS )
Non-public schools do qualify for ESEA funding and grants and the local school districts are where those funds flow through.
Special Education tracks Non-public schools for funding in December Count.
Local school districts are required make sure that they are meeting minimum attendance at school. (CRS ) 53

54. Non-public Directory Contact: Dennis St. Hilaire
Phone:
Fax: 54

55. Thursday, October 6th, 2016 9 a.m.-10 a.m.
Thank you for joining us today!
Next Town Hall:
Thursday, October 6th, a.m.-10 a.m. 55